Program Coordinator

6 months ago

Mississauga, Canada Merit Ontario Full time

**Introduction**:
Merit Ontario is looking to hire a **Program Coordinator **to help support our driven, focused, and ever-expanding team. We welcome the experience of someone who can implement processes and systems to stay effectively organized.

Your ability to multi-task while managing your own work with independent individual schedules is essential to this position. You need to be resourceful, adaptable, organized and a good problem-solver who can handle a changing and growing environment with ease. You are also efficient and comfortable taking direction from and supporting multiple team members. You know that clear communication, collaboration, and teamwork is the key to a successful workplace.

This position is full-time, Monday to Friday working hybrid (when work might occur outside of office hours, your schedule will adjust accordingly).

**1-year contract position**

**Responsibilities and Duties include but are not limited to the following**:

- Responsible for managing your own workflow to get the job/task done efficiently and in a timely manner.
- Manage inventory of program and marketing supplies and general office supplies for team members
- Responsible for arranging virtual and offsite meetings with program stakeholders and government officials, including logistics and setup of meetings onsite.
- Efficient note taking at meetings on actionable items
- Handle office interactions with outside visitors and inbound calls. This includes greeting guests, answering phone inquiries, and handling requests or complaints in a professional manner.
- Assist managers with tasks related to apprenticeship recruitment and maintaining apprenticeship records within a CRM.
- Implement and monitor apprentice programs as directed by program managers and maintain and see those programs through to completion.
- Occasional travel to support events or members may be required.
- Additional tasks as assigned on an ad hoc basis
- Provide other administrative support as may be required to efficiently operate the program

**Qualifications and Skills**:

- Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel
- Experience working with meeting software (Zoom, MS Teams)
- Experience working with customer relationship management (CRM) and applicant tracking system (ATS) software tools to track all client interactions
- Detail-oriented and able to work effectively with tight deadlines
- Superior organization skills, ability to coordinate calendars of multiple staff and dedication to completing projects in a timely manner
- Strong communication and customer service skills, must be comfortable making calls and comfortable talking on the phone
- Able to work a flexible schedule
- Ability to work comfortably with senior leadership in a virtual environment
- Strong organizational skills and project management skills
- Exposure to the skilled trades environment would be a bonus but is not necessary
- Experience in Human Resources and assisting in recruiting is an asset but not required

Duties and Responsibilities:
**ADMINISTRATIVE**
- Provide administrative tasks required to efficiently operate the program

**APPRENTICE REGISTRATION**

**APPRENTICE ONBOARDING AND ORIENTATION**
- Organize and ensure each apprentice is set up in the LMS for onboarding and complete the required orientation.
- Work closely with PM & OM to ensure each apprentice is set up and organized to track their learning

**ONGOING APPRENTICE MANAGEMENT**
- Work closely with OM and PM to ensure all documents are saved in each apprentice profile
- Once PM sends the apprentice the signed registered training agreement, check to ensure everything else has been completed such as safety training proof provided, hours are being tracked properly and STO account has been activated
- Set up a process with PM to track apprentices hours
- Work with PM to create a process to follow up with school offers of class when they come in
- Follow up with apprentice the same day they receive the offer to ensure they secure a seat
- Update status (decline or accept) and report to PM to inform the Ministry
- Track school, start date and end date in CRM
- Set up automated check ins half way through school and when they are nearly finished
- Research supports and services for apprentices and provide information as required.

**MLITSD EMLOYER RATIO TRACKING**
- Update tracker every 4 months
- Work closely with PM to ensure ratio submission is sent to Ministry in a timely manner

**ADDITIONAL PROGRAMS AND OPERATIONS SUPPORT**
- Coordinate Director’s calendar for appointments with Associations, Key Stakeholders, and potential Partnerships
- Coordinate PM calendar for appointments for T4T Information sessions with schools and events
- Coordinate Community Engagement Specialist's calendar for schools and events
- Work closely with OM to update and maintain an accurate CRM

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