Program Administrator

Employment Opportunities

Our dedicated staff are the ones who make our work possible.

Program Administrator

Department

beyond 3:30 & Clinics

Position:

Program Administrator

Location:

201 Gracefield Ave, Toronto. Eligible to participate in hybrid/remote work program

Reports to:

Programs Director

Job Type:

Full-time, regular

Hours of Work:

Monday to Friday, 35 hours per week

Rate of Pay:

$55,000 to $60,000 annually

Why Work for Toronto Foundation for Student Success (TFSS):

Toronto Foundation for Student Success (TFSS) helps mitigate poverty issues that prevent children from thriving at school. We work with school communities, partners, governments, donors, and other organizations to provide safe and inclusive programs that support students in underserved communities. We believe that if we improve the health and well-being of our children, they will do better in school. And, if they do better in school, they will have a better future. TFSS is recognized by Charity Intelligence Canada as one of the Top 5 Impact Toronto Charities, a Top 10 Impact Canadian Youth Charity, and among the Top 100 Highest Rated Canadian Charities. You will be part of a thriving organization that truly makes a direct, positive impact on the lives of children and youth across Toronto.

The Opportunity:

We are seeking a Program Administrator to join our team. In this role, you will play a vital part in ensuring the smooth operation of our beyond 3:30 and Clinics programs through exceptional administrative and operational support. Reporting to the Programs Director, the ideal candidate is detail-oriented, highly organized, and capable of managing multiple tasks while maintaining accuracy and efficiency.

Duties and Responsibilities:

• Maintain accurate data entry and upkeep of data management systems for both beyond 3:30 and clinics
• Verify and maintain accurate records (OEN, school-registration, contact information) within the TDSB Tracking Tool
• Input data for the visual acuity testing results and screening outcomes
• Manage the migration of student data into CDS
• Maintain network drive files, including success stories, photographs, video clips
• Ensure complete and accurate beyond 3:30 registration & attendance records
• File monthly online reports to Ministry of Tourism, Culture & Sports (MTCS)
• Create and manage SharePoint and OneDrive infrastructure for efficient sharing and submission of beyond 3:30 program documents
• Leverage online platforms to enable program operation
• Ongoing communication with Program Managers to ensure accuracy of records
• Reconcile programs' monthly expense reports
• Schedule and coordinate meetings, interviews, appointments, events, and other activities
• Prepare documents, forms, schedules, letters as required
• Complete purchasing requests for office supplies, clinic supplies, printing, and other occasional items
• Support the GSS Program administratively as required
• Maintain the supply and inventory list for programs
• Delivery of supplies to program sites as needed
• Other duties as assigned

Education, Experience and Requirements:

• Minimum 3 years' experience in program administration within a non-profit organization.
• Knowledge and experience in after-school and community-based programs are preferred.
• Some post-secondary education in Administration or a relevant field.
• Ability to maintain complete and accurate data records
• Ability to quickly learn new software
• Excellent computer proficiency (MS Office – Word, Excel and Outlook)
• Access to a vehicle, a valid driver's license and a clean driver's abstract
• Ability to travel to different program sites across the city as required
• Strong communication and interpersonal skills
• Exceptional organizational skills and attention to detail
• Demonstrated ability to work effectively alone and in a team
• Ability to lift 25 pounds
• Valid vulnerable sector screening police clearance

Location, Hours of Work and Compensation

• The salary range is $55,000 to $60,000 per year plus three weeks' vacation and benefits.
• The regular work hours are Monday to Friday, 35 hours per week.
• This position is based at 201 Gracefield Ave and is eligible to participate in the hybrid/remote work program.
• Some travelling to program sites is required.

Please note that as a condition of employment, the successful applicant must complete a Vulnerable Sector Check and provide a copy of a recent clean driver's abstract.

How to Apply

If you are interested in applying for this position, please email your resume and cover letter to In your cover letter, please let us know why this position is a fit for you. Please note that we only accept applications by email. Online applications on job boards will not be reviewed.

While we thank all applicants for their interest, only those selected for an interview will be contacted.

TFSS is committed to a policy of access and equity in its hiring practices. If you require accommodation during any stage of the recruitment process, please let us know when contacted. To learn more about who we are and what we do, please visit our website