Summary of Position: The Project Administrator will provide essential administrative support to multiple projects at The Career Foundation that are part of our SkillsAdvance Ontario programming. Essential responsibilities include, data input and management, budgeting, and managing confidential documentation and records, among other duties.
Position Type: Full time
Experience: 2+ years
Number of Positions: 1
Reporting to: Trades & Apprenticeship Manager
Location: Hybrid remote work model, with some in-office hours combined with remote work-from-home functions. Base office location available at Lawrence & Allen Road in Toronto, ON.
Note: The hybrid working schedule will be contingent on the successful candidate having appropriate work-from-home space.
Start date: Immediately
Responsibilities include, but are not limited to:
- Inputs data on internal and funder-mandated online systems.
- Tracks and documents program statistics required by The Career Foundation, program funders, and partners.
- Organizes and manages the collection of documentation as mandated by government funder.
- Schedules interview bookings for participants and instructors.
- Collects and organizes identification and resumes from applicants while adhering to privacy policies.
- Manages and organizes data collection (e.g., satisfaction surveys, training plans, COVID screening documents, etc.)
- Manages program forms and online application systems.
- Assists with program marketing and outreach.
- Coordinates with marketing team and produces digital marketing content.
- Answers main phone line and manages emails to answer questions about programming and provides application details.
- Ensures all descriptions about programming on the organization’s website is current and accurate.
- Assists with coordinating and facilitating job fairs and other events.
- Arranges and facilitates mailing and postage needs.
- Attends monthly Advisory Committee and Partner meetings and records minutes.
- Creates excel spreadsheets, SharePoint sites, and various templates for program tracking and administration purposes.
- Supports the Program Coordinators with additional tasks as needed.
Project Management Support:
- Assists with creating and tracking project workplans and timelines to ensure projects are running per schedule.
- Works with Microsoft Suite of tools, including SharePoint, Forms, Planner, etc. to aid in the sharing of project documents and statistics.
- Oversees the creation of project forms, processes, and policies in collaboration with appropriate departments at The Career Foundation, and project Advisory Committees, as required.
- Collects and records project targets and deliverables.
- Assists and supports with participant recruitment duties.
- Other duties as required.
Budgeting and Financial Support:
- Collects and processes invoices and works in conjunction with the organization’s Finance team as needed.
- Attends monthly budget meetings with Project Coordinator, Manager, and Finance team.
- Oversees client support spending and ensures proper documentation has been collected and recorded.
- Purchases inventory and client supports and tracks program expenditures.
- Corresponds with suppliers for inventory purchases.
- Reviews monthly and quarterly financial reports for all programs.
- Updates and monitors program budgets to ensure expenditures are on track and records are accurate.
- Other duties as required.
- Collects statistics and reports from Program Coordinators and other staff members.
- Provides program statistics and budget reports to Manager.
- Assists with monthly, quarterly, and annual reports for the funders and other project stakeholders.
- Assists with creating and facilitating program evaluation tools and develops annual evaluation reports.
- Assists with annual program audits to ensure funder expectations are met.
- Administers quality assurance monitoring systems to evaluate compliance for client service, file documentation, budget management practices, and all policies and procedures.
- Organizes and prepares for on-site funder visits, including coordinating schedules for all required attendees.
- Other duties as required.
Qualifications/ Skills Required:
- Post-secondary education or equivalent practical work experience, and a minimum of 2 years of proven, hands-on transferrable work experience in an administrative support capacity.
- Experience working with detailed budgets, invoices, and claims, as well as direct familiarity with programs funded by Employment Ontario, is considered an asset. Candidates with this expertise will be prioritized.
- Advanced proficiency in Microsoft Office Suite (Word, PowerPoint, Excel), as well as Zoom, and Outlook 365 applications, including Teams, SharePoint, Forms, and Bookings.
- Exceptional customer service skills and ability to uphold the organization’s service standards, policies, and core values.
- A professional and courteous approach to client service with a high level of respect for the diversity of the people served.
- Must be results-driven with exceptional organizational skills, time management, and ability to multi-task in order to meet deadlines and achieve program targets and objectives.
- Excellent verbal and written communication skills with ability to clearly communicate information verbally and in writing, when participating in meetings and writing reports.
- Punctual, self-motivated and self-directed.
- Willingness to step-in to assist team members as needed to help ensure program goals are met.
- Ability to maintain sensitive information, exhibit tact, diplomacy and good judgment, with high standards of professionalism, ethics and confidentiality.
- Capable of working under pressure with frequent interruptions and ability to prioritize while working on different demands and urgencies at once.
- Able to work independently and build strong working team relationships.
- Must be flexible to work outside of normal business hours when needed, including evenings and weekends, during peak periods.
- Must be equipped to work remotely, with reliable internet connection and professional work-at-home space.
The Career Foundation offers a wide range of career and job-related programs. Since its inception in 1988, The Career Foundation has steadily expanded its services. Operating out of seven locations, we now help thousands of people each year successfully accomplish their employment goals. For more information, please visit our website at www.CareerFoundation.com.
The Career Foundation is committed to diversity and inclusion and aims to create a healthy and rewarding environment for all. We welcome applications from qualified individuals who represent the diversity of the people we proudly serve, including, but not limited to, visible minorities, women, persons with disabilities, Indigenous peoples, and individuals of all genders and sexual orientation. The Career Foundation, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA), is also committed to accommodating applicants with disabilities throughout the recruitment process. We will work with candidates requesting accommodation at any stage of the hiring process.
We are a professional, result-driven organization that has been described by our employees as caring, compassionate, innovative, and team-oriented.
We also offer:
- Competitive compensation
- A comprehensive health benefits plan that includes massage therapy, naturopath services, and travel coverage
- An Employee & Family Assistance Program
- An RRSP matching plan
- A wellness program