ETS Administrative Coordinator - Fred Victor

CharityVillage; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

Join a leading charity organization dedicated to improving the lives of those in need in Toronto. The ETS Administrative Coordinator will be instrumental in supporting the Employment and Training Services team through comprehensive administrative duties, ensuring efficient program operations while advocating for vulnerable communities. This role offers a unique opportunity to grow within a supportive environment focused on impactful social change.

Benefits

7% vacation pay

Access to employee and family assistance plan

Qualifications

• Completion of a Community College program, preferably in Business Administration.
• Minimum of three years of related experience in administrative roles.

Responsibilities

• Coordinate and facilitate office services and manage administrative procedures.
• Assist in hiring and onboarding new staff.
• Maintain records and ensure compliance with policies and procedures.

Skills

Organizational Skills

Time Management

Interpersonal Skills

Communication Skills

Proactive Attitude

Attention to Detail

Education

Diploma or certificate in Business Administration

Tools

Microsoft Office

Job description

Why Fred Victor?
For 130 years, Fred Victor has been a leader in providing place and purpose to people in need in Toronto. Our mission is to improve the health, income and housing stability of people experiencing poverty and homelessness. We arecommitted to ending chronic homelessness, one person at a time.

The Community Services (CS) department at Fred Victor is a multi-service, multi-site structure that encompasses the 40 Oak Community HUB and community programs, Consumption and Treatment Services, Employment and Training Services, Drop-Ins and Warming Centres, Heat Relief Outreach, and Food Services. It has recently launched Fred’s Kitchen, a social catering enterprise that spearheads a significant Peer Training Initiative that prioritizes the involvement of individuals with lived experience.

Fred Victor Centre is currently looking for an Employment and Training Services (ETS) Administrative Coordinator to join the ETS team. This position is responsible for performing a broad range of administrative duties while supporting with the administrative response to Employment Ontario funder requirements. This will include obtaining financial reports, oversight of program related approvals, and monitoring live referral statistics. The role will play a crucial part in ensuring ETS programming is run efficiently and effectively, alongside the Senior Manager, ETS and Community Programs. The ETS Administrative Coordinator is also responsible for facilities management of the ETS office site. They will support the Senior Manager- Community Services Administration with hiring and onboarding support for ETS Peer Initiatives that include Fred Victor’s Warming Centre and Keep Cool Outreach operations.

Does this sound like work you want to be a part of?
We offer a (high-energy/learning/caring/supportive/collaborative) environment, an opportunity to join a diverse team of caring professionals and a chance to make a difference. With over 60 programs and 22 sites, there are lots of opportunities to grow your career with us. Many members of the management team started in relief and front-line roles.

What You Will Do:

Administrative

• Develop and maintain administrative and operational procedures and processes to ensure office operation and the ongoing completion of program administration. These include:
  • Co-ordinate and facilitate offices services, such as office equipment maintenance and repair, purchase and maintain office supplies, and other projects related to renovations and facilities.
  • Accounts payable, review tracked expenditure reports against monthly Financials, budget monitoring, and maintain petty cash.
  • Collect and track data from multiple sources.
  • Create and maintain electronic and hard-copy files of documents.
  • Schedule and organize regular team meetings for (but not limited to) ETS, ETS Management, Training and Development, and Case Coordination groups; prepare and distribute all meeting materials, including agendas and meeting minutes.
  • Manage correspondence, information and all confidential matters with discretion.
  • Coordinate the flow of documents for the office, including obtaining approvals and distributing information to staff.
  • Photocopying, filing, presentation writing, report writing, mail distribution and mail pick-up at Fred Victor main administrative office.
  • Liaise between partners and staff.

• Access Employment Ontario and WCG's online system databases:
  • Complete and submit Reconciliation Reports
  • Working with program staff to oversee payments and approvals for client Employment Related Financial Supports and Brokered Incentive Agreements
  • Prepare for Strategic Monitoring plans, Onsite visits, and complete and submit the Comprehensive Self-Assessment Questionnaire
  • Monitor Daily Performance Report for live statistics related to Employment Ontario programs
  • Work with program staff for documentation tasks related to Better Jobs Ontario applications
  • Manage users/accounts
• Support the Senior Manager, Community Services Administration with additional Peer Initiative administrative duties for Warming Centre and Keep Cool Outreach operations, these duties include:
  • Supporting with hiring and obtaining necessary documents from Peers
  • Connecting with Human Resources for the oversight of documentation related to mass hiring
  • Support with timecard approvals for Peer Staff
  • Support with purchasing of program equipment for weather-related peer programs

Human Resources:

• Participate, in conjunction with the management, in administrative tasks related to the interviewing, onboarding and training of new staff.
• Understand and follow the Fred Victor policies and procedures and ensure that the staff team is in compliance of the policies and procedures at all times.
• Ensure the best practices are established and achieved as the standard practices of all team staff.

Other:

• Other duties as assigned.

What You Bring to the Team:

• Completion of a Community College program, preferably the completion of a diploma or certificate in Business Administration or related field.
• Minimum of three (3) years of prior related experience and working knowledge in payroll, senior administrative experience, general accounting experience.

What Sets You Apart:

• Demonstrated ability to collaborate and influence positive change with various staff and service teams.
• Typing speed of 50 words per minute
• Adaptable, proactive, a self-starter and the ability to work independently
• Ability to maintain information in confidence and exercise good judgment.
• Ability to learn, adapt and utilize technology and processes quickly.
• Superior organizational skills, ability to prioritize, time management skills to effectively handle multiple priorities and meet competing deadlines with minimal supervision
• Must have strong interpersonal and communication skills (written/oral) and an ability to work cooperatively with managers and community partners
• Ability to clearly and concisely, compose/proofread/edit documents such as letters, memos and e-mail.
• Experience in the Employment Ontario, POES and DataSphere databases would be a definite asset.
• Proficiency in all Microsoft Office products is required - i.e. Outlook, Word, Excel, Publisher, PowerPoint, etc.
• Support for and an understanding of the mission and purpose of Fred Victor.
• Thorough understanding of issues that affect those living in poverty, effected by homeless, living with mental illness and/or substance use disorder.

Compensation and Benefits:

• For the ETS Administrative Coordinator, Fred Victor offers a rate of $29.40 per hour
• 7% vacation pay
• Access to employee and family assistance plan

How You Can Apply:
Send your resume and an email describing why you want to be part of the Fred Victor Team by June 10 to [e-mail] with ETS Administrative Coordinator in the subject line.

A Police Record Check is required by the final candidate prior to hiring.

Accessibility & Accommodation
Fred Victor is committed to fostering an inclusive and accessible environment where employees feel valued and respected, and where every employee has the opportunity to realize their potential. As such, we welcome and encourage applicants who identify as racialized persons, Indigenous persons, persons with disabilities, and persons across the spectrum of sexual orientation and gender identities and have lived-experience

If you are a person with a disability and require accommodation and/or assistance during the application process, please contact us in advance. We strive to provide reasonable accommodations whenever requested. Information received relating to accommodation requests will be treated with confidentiality.