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About the Role

The Program Assistant provides administrative and operational support to the Workforce Development team, ensuring smooth day-to-day operations, supporting client services, and contributing to the planning and execution of activities, events, and procedures. This role acts as the first point of contact for clients and visitors, ensuring excellent customer service and efficient handling of inquiries and appointments.

Responsibilities

Make a difference in the lives of people and organizations by using your knowledge and administrative skills to support the Workforce Developmental team and serve community members seeking employment-related services.
Use a variety of digital tools to manage data related to communication, research activities, participants, contacts and events (e.g., Client Relationship Management System, Eventbrite, MS Teams, MS Outlook, Excel).
Enter invoices in the invoice management system and manage invoice records.
Respond (via telephone, email, in person, mail) to inquiries relating to aspects of greeting and welcoming adults, newcomers, persons with disabilities, students, youth, employers, and guests.
Register and refer clients for appropriate services.
Update and maintain information/records on management information systems.
Initiate outbound calls and email correspondence to notify research participants, clients/visitors/employers of workshop registration, surveys, updated information, and support marketing.
Create Word documents of confidential reports, agendas, submissions, minutes, and proposals.
Oversee and maintain data according to the established management information systems and procedures and archiving files while adhering to privacy and confidentiality requirements.
Compile and generate financial and statistical reports.
Complete special assignments such as preparing for community meetings, sending out broadcast flyers and emails to the community as required, handling petty cash, ordering stationery, etc.

Requirements

Grade 12 Education and/or 2+ years’ work experience in office administration.
50+ net wpm typing.

Skills

Excellent verbal and written communication skills.
Advanced skills utilizing Microsoft Office Applications.
Strong computer literacy, including Intermediate Excel report writing.
Patience, compassion, and sensitivity to different cultures and different levels of abilities.
Excellent listening, customer service, decision-making, judgment, attention to detail, problem-solving skills, and understanding when to escalate complex issues to management.
Ability to work within a team environment with limited supervision.
Well-organized team player who can take initiative to manage change/transitions with the ability to prioritize and multi-task promptly.
Takes pride and initiative in work to ensure a high standard of service.
Ability to learn quickly, adaptable, flexible, and resourceful.
Sensitivity to confidential information.
Demonstrated ability to set and meet deadlines/targets.
Knowledge of the social services non-profit employment sector is an asset.
Understanding of and sensitivity to issues facing vulnerable populations is an asset.
Crisis Intervention and First Aid Certifications are considered an asset.

Location

815 Danforth Ave, Toronto, ON

Work Type

Contract Hourly
Onsite
21 hours/week

Experience Level

2+ years’ work experience in office administration

Education Level

Grade 12 Education

Salary/Compensations

$29.53/hour

About the Company

WoodGreen is an equal opportunity employer. We are committed to providing an inclusive and barrier-free selection process and work environment. If contacted in relation to an employment opportunity, please advise our People & Culture representatives at careers@woodgreen.org of the accommodation measures required. Information received relating to accommodation will be addressed confidentially. This public job posting uses AI-powered tools to screen, assess, or select applicants.

Equal Opportunity

WoodGreen is an equal opportunity employer. We are committed to providing an inclusive and barrier-free selection process and work environment. If contacted in relation to an employment opportunity, please advise our People & Culture representatives at careers@woodgreen.org of the accommodation measures required. Information received relating to accommodation will be addressed confidentially.