Program Assistant, IES (2025-529-CP) at WoodGreen Community Services

Toronto, Ontario, Canada -

Full Time

Start Date

Immediate

Expiry Date

09 Mar, 26

Salary

51186.0

Posted On

09 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Customer Service, Data Entry, Organization, Time Management, Communication, Attention to Detail, Problem Solving, Team Collaboration, Health & Safety Knowledge, Microsoft Office, Record Keeping, Event Planning, Confidentiality, Adaptability, Cultural Sensitivity

Industry

Community Services

Description

Competition #2025-529-CP Program Assistant IES (2025-529-CP) Employment Type: Contract Salary (Until July 30, 2027), Bargaining Unit Work Hours: 35 hours/week (Monday - Friday, 9am-5pm) Work Setting: Exclusively Onsite (815 Danforth Ave, Toronto, ON) Salary: F: $51,186.35/year Application Deadline: December 22, 2025 by 11:59 pm Who We Are WoodGreen is a team of diverse and innovative change makers working together to make a difference in our communities. A United Way Anchor Agency with a proven track record and an entrepreneurial mindset, we continuously seek to develop solutions to critical social needs while striving to become a Centre for Equity. Visit www.woodgreen.org to learn more about who we are and to review our Equity Statement. We are committed to building an inclusive and diverse workforce, representative of the communities we serve. We encourage, and are pleased to consider, applications from Indigenous peoples, racialized persons/persons of colour, women/women identifying, persons with disabilities, 2SLGBTQIA+ persons, and others who contribute towards promoting innovative ideas and solutions. Program Overview – Integrated Employment Services, Community Programs Integrated Employment Services at WoodGreen is a high-performance team that improves communities, families and individual lives through effective access to employment. Working at a local Integrated Employment Services Centre or other sites in the City of Toronto, they rapidly help high-need jobseekers obtain quality, sustainable employment. The employment needs in the City of Toronto are intense, and our staff bring compassion, energy, focus and skill to address these needs in a fast-paced, high-volume environment. WoodGreen’s staff are supported by caring managers, training, tools, procedures, and systems for success. We aim to have the best jobseeker client experience and outcomes available in Canada, and our Integrated Employment Services team is a cornerstone of this success. The Program Assistant provides administrative and operational support to the Integrated Employment Services team. This position ensures smooth day-to-day operations, supports client services, and contributes to the planning and execution of activities, events, and procedures. The Program Assistant acts as the first point of contact for clients and visitors, ensuring excellent customer service and efficient handling of inquiries and appointments. What You Will Do Perform general administrative tasks, including data entry, filing and correspondence. Enter invoices into the organization’s invoice system (Concur), ensuring documentation, signature and other requirements are met per standard operating procedures. Order office supplies and maintain inventory levels. Prepare routine reports as may be required to support operations. Act as the main contact for suppliers and service providers (e.g. exterminators, shredding companies, facility service technicians, copier service providers) Support the implementation of organizational policies and procedures, such as the Bed Bug Policy. Provide front desk coverage, greet clients and visitors, and handle walk-in inquiries. Support clients in signing in and completing required forms. Schedule and manage intake appointments, cancellations, and re-bookings in collaboration with the Booking Centre. Address client and customer issues, escalating as necessary to the appropriate staff. Assist in the planning and execution of group activities and events, including room setup, check-ins, preparing materials, ordering food and beverage etc. Coordinate room bookings and help setup/tear down for meetings and activities. Collaborate with staff, including Employment Consultants, Job Developers, and Career Support Coaches, to support events and activities. Act as a key holder for the office, managing opening and closing duties and facility keys. Report and coordinate resolution of technical issues through the HelpDesk and help coordinate IT support on site Help ensure the office environment meets Health & Safety standards by supporting the Health & Safety Representative with safety checks and documentation. Work closely with team members to coordinate appointments, activities, events, and communication. Maintain accurate records in all systems per standard operating procedures (e.g. WoodGreen’s CRM system, WCG’s CRM system, the Government of Canada Systems iCare and GCOS, etc. Ensure data integrity and compliance with organizational standards. What You Bring to the Team College diploma or certificate in Office Administration, Business, Social Services or a related discipline Minimum 2 years of experience in an administrative or program support role, preferably in a social services or employment services environment. What Will Set You Apart Excellent interpersonal skills, verbal and written communication skills Excellent organization and time management skills and strong attention to detail. Attention to detail and accuracy in data entry and record-keeping. Ability to handle confidential information with discretion. Coachable and able to adapt and change in procedures, systems, client needs, external trends, etc. as the service delivery context evolves. Patience, compassion and sensitivity to deal with different cultures and different levels of abilities among clients, colleagues, partners and others in the work environment. Understanding of and ability to communicate principles and practice of diversity and anti-racism. Strong computer literacy, including Microsoft Office suite and database application Ability to meet potential requirement to occasionally work evenings and weekends Ability to report to work at various WoodGreen locations throughout Toronto. Adapt at working respectfully with clients and customers of various cultural backgrounds, language levels, employment challenges, including newcomers, youth with high needs, persons with disabilities, Indigenous persons, and racialized persons. Knowledge of Health & Safety procedures is an asset. 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.

Responsibilities

The Program Assistant provides administrative and operational support to the Integrated Employment Services team, ensuring smooth day-to-day operations and excellent customer service. This includes tasks such as data entry, scheduling appointments, and assisting in the planning of events.