Bilingual Program Administrator

Anishinabek Employment & Training Services; Toronto; On-site; CAD 51,000 - 70,000; Full time

Job summary

An established industry player is seeking a Program Administrator to enhance community support through efficient grant management. This role involves providing exceptional customer service, coordinating complex processes, and ensuring the integrity of grant operations. The ideal candidate will possess strong interpersonal and analytical skills, with the ability to handle sensitive information while maintaining confidentiality. Join a dynamic team dedicated to building vibrant communities and making a meaningful impact. If you thrive in a collaborative environment and are passionate about community service, this opportunity is perfect for you.

Qualifications

• 2-5 years of office administration experience in a client service-oriented environment.
• Bilingualism (French and English) is required.

Responsibilities

• Provide outstanding customer service and administrative assistance.
• Monitor and support active low risk grants ensuring compliance.
• Communicate with stakeholders to problem solve and provide information.

Skills

Customer Service

Interpersonal Skills

Analytical Skills

Research Skills

Communication Skills

Attention to Detail

Confidentiality

Teamwork

Education

Post-secondary education

Tools

Customer Relations Management Software

Job description

Recognized as one of Canada’s Most Admired Corporate Cultures, and a leading grant foundation, the Ontario Trillium Foundation (OTF) is an agency of the Government of Ontario with a mandate to build healthy and vibrant communities. With a budget of over $100 million, the Ontario Trillium Foundation (OTF) awards grants to some 700 projects every year to build healthy and vibrant Ontario communities.

Reporting to the Manager, Customer Support and in collaboration with other Community Investment team members and other departments, the Program Administrator promotes the values, principles and professional public profile of the Ontario Trillium Foundation (OTF) by providing outstanding customer support, administrative and granting services to internal and external stakeholders to ensure efficient delivery of OTF’s grant making operations and programs.

Employment Type

Full Time

Job Occupation Type

Accommodation, travel, tourism and related services supervisors

Total Positions

1

Wage

$51,975 - $69,300

Hours/Week

0

Days of Work

Mon, Tue, Wed, Thu, Fri

Closing Date / Apply By

4/11/2025

Start Date

n/a

Duties

What Can I Expect to do in this Role?

1. Provide outstanding customer service.
2. Provide customer and administrative assistance, coordinate complex processes and serve as initial contact with various internal and external stakeholders, documenting conversations and tracking trends as required.
3. Verify accuracy and integrity of organizational registration data including financial health assessment and data collection using our Customer Relations Management Software.
4. Monitor low risk grants, as assigned, through regular monitoring approaches, providing support to grantees as appropriate – including oversight and issuing of grant contracts, authorizing of payments and closure of files.
5. Communicate with stakeholders both verbally and in writing to problem solve and provide relevant information.
6. Answer and provide responses/resolutions to external telephone and electronic enquiries by clarifying desired information, researching, locating and providing the relevant details especially as it relates to OTF strategies, policies and procedures – and escalates unresolved queries as appropriate.
7. Provide assistance for navigating the OTF grant application system and accessing program requirements and other information on the OTF website.
8. Maintain support center database (CRM) by logging accurate and appropriate information.
9. Verify organization registration information submitted by new registrants and current applicants.
10. Monitor and support active low risk grants ensuring grantee understanding and compliance with the grant contract/OTF policies and facilitation of problem-solving, where appropriate.
11. Complete documentation and reporting relating to the monitoring of low risk grants as outlined in the Monitoring Guidelines.
12. Close files as required while following the life cycles of the grants.
13. Work collaboratively with other Program Administrator team members in sharing the workload throughout the life cycle of each granting period.
14. Work collaboratively with others in Community Investments department – participating in learning opportunities, department meetings and on department working groups.

Skills and Attributes

1. In depth comprehensive knowledge of OTF’s strategies, policies, procedures and in navigating OTF’s website.
2. Discretion and tact, and the ability to work with highly sensitive information, maintain confidentiality and handle difficult discussions.
3. Strong interpersonal skills and the ability to deal with customer problem resolution.
4. Analytical ability in order to assess the capacity, leadership and fiscal qualifications of applicant organizations and active grantees.
5. Ability to coordinate complex activities, organize multiple tasks and prioritize work.
6. Excellent research and communication skills in order to provide relevant and detailed responses to requests for information.
7. Demonstrated writing skills, including the ability to present accurate/factual information clearly to diverse stakeholders.
8. Ability to coordinate the exchange of information with all stakeholder groups.
9. High degree of competence to work with different technologies and various platforms.
10. Attention to detail and an understanding of the importance of data and file integrity.
11. Ability to work as part of a team, assisting others when needed.

Core Competencies

1. Accountability: Take ownership and deliver.
2. Agility: Embrace change and ambiguity.
3. Excellence: Be the best you can be and strive to be better.

Qualifications

How Do I Qualify?

1. Relevant post-secondary education at the university or college-level, or an equivalent combination of education and experience.
2. Two to five years of office administration experience in a client service-oriented environment.
3. Knowledge of the diversity of the Foundation’s clientele and stakeholder groups.
4. Bilingualism (French and English) is required.

We invite applications from people who reflect the diverse communities we serve, including Indigenous (First Nation, Métis and Inuit) and Black peoples.

For more information, please visit our website at: www.otf.ca