Program Assistant

Program Assistant, Job ID #5044
Specialized Employment Services / 35 hours per week / 1 year contract with possibility of renewal / Starting ASAP / Tycos

Who is JVS Toronto
JVS Toronto believes that every individual has opportunities for employment. Since 1947, JVS Toronto has been giving the power of employment and improved learning serving 10,000 new individuals annually through career, employment, and assessment services in Toronto and York Region. We also help businesses recruit the workforce they need to be successful. JVS Toronto is a registered charity and receives generous funding to provide most of our services without charge. Learn about the work we do:

Our employees benefit from a group benefit plan, a friendly work environment, monthly wellness initiatives, access to an employee assistance program (EAP), opportunities for continuous learning and a variety of corporate discounts. JVS Toronto also offers permanent employees a generous vacation package, a pension plan in addition to paid sick time, family care and wellness days.

Program Overview
The JVS Specialized Employment Services, funded by MLITSD and managed by WCG, provides employment services to a variety of clients, including persons with disabilities of all ages, financial backgrounds and skills to help them gain and retain employment within their field or a related field. To achieve its goal, the program provides a range of services including one-on-one employment counselling, employment workshops, job development/placement services and job retention supports.

In addition, Specialized Employment Services at this location collaborate with other programs to ensure efficient and smooth operations through streamlining client referrals to appropriate services.

We're looking for someone who will:

• Be responsible for administration of the centralized client intake across JVS programs; screen client referrals for appropriate programs; understand the flow of client activities for all programs

• Provide information about JVS Toronto services to various stakeholders along with promoting services and answering questions knowledgeably

• Support system/process implementation, including completing data entry in funder's database

• Set up and maintain up-to-date participant records and accurate filing systems, along with storage and disposal in accordance with JVS Toronto Privacy Policy

• Conduct regular follow-ups to track client progress, obtain relevant information on employment status, collect required documentation and keep accurate records of the outcomes

• Conduct the case closures in Salesforce, and FFAI, assuring all needed information and documentation is on file

• Maintain tracking spreadsheets as well as utilize multiple database tools to update participants' progress and outcomes including assistance in preparation of program reports

• Assist with organizing appointments, orientations, and workshops; provide administrative support during online and in person events

• Provide front desk/ reception duties and customer service to all clients, employers and visitors

• Communicate and follow up with employers on financial incentive agreements, process reimbursement claims, flagging any missing documentation

• Other duties as assigned

Minimum Qualifications & Experience:

• High school education; Diploma or Certificate in Administration preferred

• 2 years of administrative experience

• Excellent administrative, data entry, analytical, interpersonal, and problem-solving abilities

• Computer literate with the ability to learn systems used by the agency (ie., CaseFLO, FFAI, Salesforce); Proficient in Microsoft Office

• Strong technical skills and a proven ability to master new databases and tools

• Effective verbal and written communication skills with a proven ability to conduct research

• Strong organizational and time-management skills; detail oriented

• Customer service oriented and strong interpersonal skills; culturally sensitive

• A clear Vulnerable Sector Check is required for this position

Qualified applicants are invited to submit their resume & covering letter here.
JVS Toronto is an Equal Opportunity Employer. If you require accommodation in order to submit your application, please contact HR.
JVS Toronto embraces diversity and encourages all qualified candidates to apply.
We thank all applicants for their interest in our agency, however only those selected for an interview will be contacted.

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