Program Administrator (2024-0170)

at  ICTC

Do you thrive on supporting and coordinating multiple projects in both official languages? ICTC’s Capacity Building and Innovation team is looking for a Program Administrator to help with day-to-day activities, such as creating and maintaining project schedules and work plans to meet the organizational and program goals. Does this sound like your ideal day-to-day role?
In this role, you will process applicants from across Canada. You will track progress against program and project plans and specific targets, deliverables, and activities. You will proactively identify any areas where there is a risk of not meeting milestone deadlines or targets or where there is room for process changes. You will have the opportunity to create reports, analyze the data and review the big picture of the projects you are working on against organizational and program goals. Do you have the motivation to look for what is missing and be creative?

DO YOU HAVE THE FOLLOWING KNOWLEDGE?

• Working knowledge of Canada’s post-secondary education system.
• Strong knowledge of processes and systems for scheduling, document management, events planning, and customer relationship management.
• Advanced knowledge of Microsoft Office (Outlook, Word, PowerPoint and Excel).
• Working knowledge of social media and internet marketing tools.
• Knowledge of project management principles and methodology.
• Contract administration and purchase order (PO) processes

• Creating, maintaining and populating project filing system and controlling inventory of reports, brochures, and collateral materials.
• Answering or directing requests and inquiries from the public where applicable (not media).
• Conducting first reviews of applications.
• Preparing and distributing electronic and hard copy program information kits.
• Undertaking various administrative tasks to support ICTC as needed.
• Responding to telephone, written or face-to-face requests for information.
• Maintaining program processes and required program materials for work placements (i.e. application forms, agreements, learning plans, evaluations).
• Supporting the team leader in various tasks, while also working closely with the team lead to ensure alignment with overall team and organizational goals.
• Supporting managers in the creation and maintenance of partnership agreements.
• Conducting prospecting calls for various initiatives.
• Escalate issues where needed.
• Adding, tracking, updating, and maintaining a database of relevant contacts, follow-ups and activities, ensuring the necessary information is recorded.
• Scheduling and participating in follow-ups and evaluations; coordinating surveys and collating results for reporting.
• Proactively working with internal staff to collaborate on ICTC activities, share information, provide updates and engage staff and others for input and support.
• Disseminating information and resources to partners and stakeholders to enhance their knowledge of ICTC’s products and tools.
• Contributing to the development and implementation of innovative and cost-effective strategies for ICTC.
• Maintaining sector, product, program, and organizational knowledge for multiple products and projects, spotting and troubleshooting problems or issues, and continually updating information and knowledge.Other duties as assigned.