Program Assistant

Family Service Toronto; Toronto; On-site; CAD 46,000 - 57,000; Full time

Job summary

Family Service Toronto seeks a Program Assistant to support Operations at 355 Church Street, Toronto, with occasional travel to other offices. The role is in-person, 35 hours weekly, full-time on a one-year contract, reporting to the Manager of Operations.

The successful candidate will handle visitors, inquiries, basic administration, and maintain records with strict confidentiality and professionalism.

Qualifications

• Community college diploma or equivalent in administration, social services or psychology preferred.
• 1–3 years reception/administration experience required.
• Excellent customer service and ability to respond sensitively in crisis situations.
• Proficient with Microsoft Office and CRM systems.

Responsibilities

• Welcomes and directs visitors and callers.
• Answers telephone using bilingual French/English greeting and responds to inquiries.
• Checks, routes, and responds to messages in the general mailbox.
• Maintains confidentiality and handles records with accuracy.

Skills

Reception experience

Customer service

Bilingual French/English

Microsoft Office

CRM

Communication skills

Organization

Education

Community college diploma or equivalent

Tools

CRM

Microsoft Office

Job description

Salary Range: $45,967.00 To $56,549.00 Annually

Program Assistant

POSITION DETAILS
Program Assistant

Program:

Operations

Contract:

Temporary Full time; 35 hours per week, 1 year contract, In-person

Location:

355 Church Street, Toronto ON with travel to other FST offices as required

$45,967 - $56,549 Grade 5 BU
Application Deadline:

November 19, 2026 by 5:00 pm
File Number:

FAC #32-26 - with cover letter and resume

Mail:

HR, 355 Church Street, Toronto ON M5B 0B2

Grow with us!

Family Service Toronto (FST) helps people face a wide variety of life challenges. For over 100 years, we have worked with individuals and families destabilized by precarious mental health and/or socioeconomic circumstances, to achieve greater resilience and stability in more just and supportive communities. We achieve this through our direct service work of intervention and prevention which includes counselling, peer support and education; knowledge building; and system-level work including social action, advocacy, community building and working with partners to strengthen the sector.

We’re proud of our people and culture! We are constantly evolving what we do and how we do it. Our work is grounded in the lived experience of the clients and the community. We celebrate diversity, equity, inclusion, and excellence. We are agile, learning and always willing to try new things.

The Opportunity!

Reporting to the Manager of Operations, this position is responsible for supporting programs and for receiving all visitors to the site where the position is located. Some duties are assigned lead roles while others are shared across all staff performing them. This is a full-time, in-office position.

Responsibilities:

• Welcoming and directing all visitors and callers
• Answers telephone, using a bilingual French/English greeting, and responds to inquiries.
• Checks, routes, and responds to messages in the general delivery mailbox
• Cancels or reschedules appointments with clients when staff, students or volunteers are absent or delayed

Administration :

• Prepares information packages
• Collects, updates and inputs information into applicable electronic databases
• Collects and reconciles fees from clients and issues receipts
• Processes and submits fees to accounts receivables.
• Works with manager(s) to orient and update staff, students and volunteers to relevant administrative protocols
• Submits orders and maintains office and kitchen supplies and office equipment
• Ensures the first aid boxes are maintained and reported to Facilities
• Keeps abreast of developments in local community resources as they relate to site-specific programming. Develops and maintains systems to share this information with site staff
• Acts as a liaison with various service providers regarding issues identified within the suite
• Communicate with collateral contacts outside the organization, e.g.: to place media ads, provide information to justice system partners (e.g. probation officers, Crown attorneys), book interpreters, coordinate participation in community events (e.g. Pride, health fairs)
• Supports with various correspondence for a variety of stakeholders.
• Takes minutes at various meetings as requested
• Participates in quality improvement activities
• Maintains accurate filing systems
• Provides logistical support for the preparation of presentations, community events, seminars and/or workshops
• Maintains a list of regulatory college license numbers to be used for billing purposes
• Prepares letters for clients
• Marks attendance of all clients in electronic client database
• Maintains absolute confidentiality regarding client information.
• Supports risk management and efficiency processes

Training and Development

• Participate in regular staff meetings and peer consultation sessions.
• Participate in supervision sessions (individual and/or group) monthly at a minimum and seek support when needed.
• Identify development and training needs in collaboration with supervisor and develop a plan to meet training and development needs.
• Participate in organization-wide and/or division specific training.
• Participate in funder-initiated training, where applicable.

Equity, Diversity and Inclusion

• Articulate commitment to diversity, challenge the status quo, hold others accountable, and makes diversity, equity, and inclusion a priority.
• Act as a change agent for integration of Equity, Diversity, and Inclusion (EDI), anti-oppression and social justice principles within FST policies, practices, culture, programs, and activities, and within the sector, and community.

Other Duties and Responsibilities:

• Performs other duties that are consistent with this role as required.

Qualifications:

• Community college diploma and/or equivalent combination of education and experience in the field of administration, social services or psychology over a minimum three-year period. Foreign credentials are valued.
• One to three years reception/administration experience
• Demonstrated customer services skills
• Proven ability to sensitively and professionally respond to the needs of clients who are first time callers, calling in crisis, repeat callers, callers with limited English language knowledge, and people with disabilities (non-verbal, blind, deaf/hard of hearing and intellectual disabilities)
• Knowledge of community resources and supports in the City of Toronto.
• Good listening, verbal and written communication skills
• Strong keyboarding and computer skills, particularly with Microsoft Office (Word, Excel, PowerPoint), and CRM
• Experience working with an electronic database
• Proven ability to manage competing demands and prioritize work within the context of multiple requests for time and assistance with many potential interruptions
• Excellent organizational, coordination and time-management skills.
• Demonstrated ability to take initiative
• Demonstrated experience working effectively as part of a team and ability to work independently
• Demonstrated commitment to principles of cultural competency, social justice, anti-oppression, equity and inclusion
• Experience in working with students and/or volunteers is an asset
• Fluency in French is considered an asset
• Satisfactory Criminal Reference Check and Vulnerable Sector Check within last 12 months

Interested?

Our goal to attract, develop, and retain highly talented employees from diverse backgrounds allowing us to benefit from a wide variety of experiences and perspectives.

We actively encourage applicants from all equity seeking groups. First Nations, Inuit, Métis, Black and People of Colour, people with disabilities, people of diverse gender expression, and people with lived experience of poverty are encouraged to apply.

In accordance with Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and FST’s Equity and Inclusion policy, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.

Family Service Toronto does not use artificial intelligence (AI) or automated tools to screen, assess, or select applicants during the recruitment process.

We thank all applicants and will contact the individuals selected for an interview.