Program Assistant (2026-361-CP)

WoodGreen Community Services; Toronto; On-site; CAD 34,000 - 48,000; Part time

Job summary

WoodGreen Community Services is seeking a Program Assistant to provide administrative and operational support for the Workforce Development team. The role includes front desk coverage, data entry, event support, and facilities assistance to ensure smooth day-to-day operations on-site at 815 Danforth Ave, Toronto.

You will serve as the first point of contact for clients, maintain confidential records, and assist with invoicing, reporting, and special assignments.

Qualifications

• Grade 12 education and/or 2+ years’ work experience in office administration.
• Strong MS Office skills, typing 50+ wpm, and solid Excel reporting abilities.
• Excellent verbal and written communication with attention to detail.

Responsibilities

• Provide front-line administrative and operational support to the Workforce Development team.
• Handle data entry, invoicing, and records management with accuracy and confidentiality.
• Respond to inquiries via phone, email, in person, or mail and direct clients to appropriate services.

Skills

Verbal & written communication

Microsoft Office

Typing 50+ wpm

Excel reporting

Education

Grade 12 Education or equivalent

Tools

MS Teams

MS Outlook

Excel

Job description

| Competition #2026-361-CP | Program Assistant (2026-361-CP) |
| Employment Type: | Contract Hourly (Until March31, 2027), Bargaining Unit (1 Vacancy) |
| Work Hours: | 21 hours/week (3 days a week between Mon - Thu, 9am - 5pm) |
| Work Setting: | Exclusively onsite: 815 Danforth Ave, Toronto, ON |
| Salary: | F: $29.53/hour |
| Application Deadline: | September 23, 2026at 11:59pm |

Program Overview

Workforce Development offers various programs to support community members in improving their soft and technical skills and helps individuals secure long-term employment in specific sectors. The Workforce Development team supports those unemployed or under-employed with specific skills training and employment support for attachment with employers in various sectors.

The Program Assistant provides administrative and operational support to the Workforce Development 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.

The Program Assistant works collaboratively with staff, managers, and external service providers to support client needs and program objectives. They are responsible for a range of duties, including front desk coverage, data entry, event support, and facilities support. The role involves interacting with clients, maintaining accurate records, and ensuring compliance with organizational policies and procedures.

What You Will Do

• Make a difference in the lives of people and organizations by using your knowledge and administrative skills to support the Workforce Developmental team and serve community members seeking employment-related services.
• Use a variety of digital tools to manage data related to communication, research activities, participants, contacts and events (e.g., Client Relationship Management System, Eventbrite, MS Teams, MS Outlook, Excel).
• Enter invoices in the invoice management system and manage invoice records.
• Respond (via telephone, email, in person, mail) to inquiries relating to aspects of greeting and welcoming adults, newcomers, persons with disabilities, students, youth, employers, and guests.
• Register and refer clients for appropriate services.
• Update and maintain information/records on management information systems.
• Initiate outbound calls and email correspondence to notify research participants, clients/visitors/employers of workshop registration, surveys, updated information, and support marketing.
• Create Word documents of confidential reports, agendas, submissions, minutes, and proposals.
• Oversee and maintain data according to the established management information systems and procedures and archiving files while adhering to privacy and confidentiality requirements.
• Compile and generate financial and statistical reports.
• Complete special assignments such as preparing for community meetings, sending out broadcast flyers and emails to the community as required, handling petty cash, ordering stationery, etc.

What You Bring to the Team

• Grade 12 Education and/or 2+ years’ work experience in office administration.

What Sets You Apart

• Excellent verbal and written communication skills.
• Advanced skills utilizing Microsoft Office Applications, 50+ net wpm typing. Strong computer literacy, including Intermediate Excel report writing.
• Patience, compassion, and sensitivity to different cultures and different levels of abilities.
• Excellent listening, customer service, decision-making, judgment, attention to detail, problem-solving skills, and understanding when to elevate complex issues to management.
• Ability to work within a team environment with limited supervision.
• Well-organized team player who can take initiative to manage change/transitions with the ability to prioritize and multi-task promptly.
• Takes pride and initiative in work to ensure a high standard of service.
• Ability to learn quickly, adaptable, flexible, and resourceful.
• Sensitivity to confidential information.
• Demonstrated ability to set and meet deadlines/targets.
• Knowledge of the social services non-profit employment sector is an asset.
• Understanding of and sensitivity to issues facing vulnerable populations is an asset.
• Crisis Intervention and First Aid Certifications are considered 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 [e-mail] of the accommodation measures required. Information received relating to accommodation will be addressed confidentially.

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