Newcomer Information Centre Administrative Agent

YMCA OF GREATER TORONTO; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

YMCA of Greater Toronto is seeking an Administrative Agent for the Newcomer Information Centre in Toronto. The role involves validating client registrations, guiding clients through the platform, data entry in Salesforce and iCARE, and contributing to program reporting while upholding confidentiality and privacy policies.

The ideal candidate will have post-secondary education or equivalent experience, strong IT skills, and the ability to work in a team across varied tasks, including evenings or

Qualifications

• Post-secondary education or equivalent experience.
• Previous administrative/clerical work experience.
• Proficiency with Microsoft Office and Outlook.
• Knowledge of Salesforce is an asset.
• Knowledge of settlement services and community information resources is an asset.
• Ability to manage multiple projects with attention to detail.
• Strong interpersonal and communication skills.

Responsibilities

• Update and maintain client appointment schedules by booking, confirming, and updating details.
• Follow up with clients to reschedule and answer inquiries about changes or program details.
• Review pending registrations to determine client eligibility for NIC services.
• Provide access and orientation to NIC platform and assign clients to NIC Information & Referral Specialists.
• Refer ineligible clients to government services or community agencies.
• Enter and maintain data in Salesforce and iCARE, ensuring accuracy for reports.
• Prepare and upload monthly NIC reports on time.
• Collaborate with the NIC team to troubleshoot issues and ensure data confidentiality.
• Provide administrative support, including ordering office supplies.

Skills

Interpersonal skills

Multitasking

Team collaboration

Attention to detail

Education

Post-secondary education/experience

Tools

Microsoft Office

Microsoft Outlook

Internet search

Salesforce

iCARE data system

Job description

Job Category: Employment/Job Counselling/Resources

Requisition Number: NEWCO006655

• Posted : October 19, 2026
• Full-Time

Locations

Showing 1 location

Toronto - E&C and Immigrant Services
Toronto, ON M4W, CAN

Work Hours: 37.5 hours per week

Employment Type: Full Time Salaried Contract (Existing Vacancy) until March 31, 2027

Number of Vacancies: 1

Anticipated Start Date: November 16, 2026

Deadline to Apply: October 31, 2026 by 5 pm

Be the Spark! Join our dynamic Employment & Community Team, where every day is different, and you will always be engaged with meaningful work!

The Newcomer Information Centre (NIC) Administrative Agent offers a blend of administrative and client-facing support for the Newcomer Information Centre . This role includes validating client registration, guiding eligible clients through the platform, and assisting with any technical issues. The position also involves entering client data into the centralized system, maintaining accurate records, and contributing to program reporting. Additionally, the agent supports the Senior Team by managing supplies, helping with outreach materials, and ensuring confidentiality and compliance with privacy policies.

In this role, you will:

• Update and maintain the in-person and virtual schedules for client appointments by booking, confirming, and updating details while ensuring efficient use of time slots.
• Follow up with clients to reschedule missed appointments, send reminders, address inquiries about changes, scheduling conflicts or program details, and maintain a professional client-facing environment.
• Examine pending registration requests to determine client eligibility for accessing Newcomer Information Centre services.
• Provide eligible clients with access to the Newcomer Information Centre platform, deliver an orientation to all available services, and assign clients to NIC Information & Referral Specialists.
• Refer ineligible clients to appropriate government services or community agencies.
• Assist clients experiencing difficulties with Newcomer Information Centre’s online registration tools by providing guidance.
• Monitor and manage daily tracking forms and other service records, including unregistered member tracking forms, ensuring accuracy and completeness.
• Prepare, finalize, and upload monthly NIC reports to the designated Microsoft Teams group promptly and in compliance with deadlines
• Monitor and ensure member files are complete and comply with program standardized requirements, ensuring alignment between the Salesforce system and daily tracking forms.
• Perform data entry and retrieval in the centralized client file management system within Salesforce and the government service information tracking database iCARE, ensuring accuracy and completeness; support program statistical reports.
• Work closely with and support the Senior Team to achieve quality, fiscal, and program targets, and maintain and submit statistical and progress reports.
• Collaborate with team members, the NIC Team Leader, and the NIC Program Integrity Coordinator to troubleshoot technical issues, minimize site interruptions, and optimize site responsiveness.
• Perform administrative support duties, including ordering office supplies and maintaining an accurate inventory of program supplies and equipment.
• Support the Canada Community Engagement & Content NIC team in creating and managing platform and social media content, flyers, newsletters, and other outreach materials.
• Ensure confidentiality of sensitive information and compliance with YMCA and funder privacy policies.
• Remain alert to immigration and newcomer trends to inform content development and improvement.
• A commitment to uphold strong, safeguarding practices that protect the safety, well-being, inclusion of children and youth
• YMCA Competencies: Accountable, Relationship-Builder, Improvement-Orientated, Team Player & Leader, Equity and Wellbeing Promoter

You bring:

• Completion of post-secondary courses in a related field or equivalent experience.
• Previous administrative/clerical work experience.
• Proficiency with personal computer applications, including Microsoft Office, Microsoft Outlook, and Internet search engines.
• Knowledge of Salesforce as an asset.
• Knowledge of settlement services and community information resources as an asset.
• Ability to handle multiple projects simultaneously while working effectively as part of a team in a collaborative environment, with attention to detail and adaptability to changing priorities in a fast-paced setting.
• Well-developed interpersonal and relationship-building skills; ability to establish rapport and communicate effectively with participants, community partners, staff, and volunteers.
• Self-motivated and enthusiastic about leveraging technology to connect with and engage people.
• Flexibility regarding work locations and hours, including evenings and weekends.
• Commitment to diversity, equity, inclusion, and building a sense of belonging.

Why work for the YMCA?

The YMCA of Greater Toronto is a charity that ignites the potential in people, helping them grow, lead, and give back to their communities. We are committed to helping our employees reach their full potential and are recognized as a great place to work. We offer meaningful jobs and the opportunity to make a difference in the lives of individuals and the health of our communities. See what you can expect from the YMCA here .

Joining the Y means contributing to over 170 years of providing opportunities for people to shine through programs and services, such as health and fitness, licensed child care, camps, employment and immigrant services, education and training, and services for youth, families, and seniors. Learn more in our2025–2030 strategic plan, Greater Together, which outlines how we are focused on building communities where people feel healthier and more connected to their neighbours.

The YMCA of Greater Toronto is committed to Diversity, Equity, Inclusion and Belonging. We strive to remove barriers to employment and recognize that diverse staff who reflect the communities we work in enrich the experiences of our participants and our team. As an equal opportunity employer, we invite applications from all qualified candidates including racialized people/people of colour, Indigenous Peoples, disabled people/people with disabilities and members of 2SLGBTQIA+ communities.

If we can make the recruitment process more accessible for you, please let us know when we reach out about a job opportunity so we can work with you to accommodate your needs.

In keeping with our commitment to safety and child protection, job offers are contingent on the successful completion of a Police Records Check. Within the first four months and every three years thereafter, a Vulnerable Police Records Check is required. Learn more about these checks here .

The YMCA only considers applicants who are legally entitled to work in Canada. We thank all applicants for their interest, however, due to the volume of applications we receive, we can only contact candidates who are selected for an interview.