Program Assistant, Job ID #5052

JVS Toronto; Toronto; On-site; CAD 49,000 - 50,000; Full time

Benefits offered by this job

Generous Time Off

Benefits & Pension Plan

Inclusive & Supportive Culture

Additional Perks

Job summary

JVS Toronto is seeking a Program Assistant to support administrative tasks, client intake, and program coordination in Toronto. The role involves tracking client progress, processing supports, and ensuring accurate records across programs.

Ideal candidates will have strong data-entry, organizational, and customer service skills, with proficiency in relevant databases and Microsoft Office.

Qualifications

• High school education; Diploma or Certificate in Administration preferred.
• Two years of administrative experience.
• Sales and/or customer service experience.
• Strong administrative, data-entry, analytical and interpersonal skills.
• Proficient with MS Office and database systems (EOIS, CAMS, FFAI, CaseFLO, Salesforce).

Responsibilities

• Conduct regular follow-ups to track client progress and keep accurate records.
• Initiate and process employment-related financial supports and gift cards to eligible clients.
• Administer centralized client intake across JVS Toronto programs; coordinate referrals.
• Provide information to potential clients and referral sources, promoting services.
• Support data entry in funder’s databases and maintain electronic file records.
• Set up and maintain participant records and accurate filing systems.

Skills

Administrative experience

Customer service

Data entry

Interpersonal skills

Education

High school diploma

Certificate in Administration

Tools

EOIS

CAMS

FFAI

CaseFLO

Salesforce

Microsoft Office

Job description

Starting Salary: $49,404 - $50,397.

Hours: 35 hours per week.

Location: Yonge & Sheppard.

Employment Type: Full-time – one-year contract (with possibility of full-time regular employment).

Start Date: As soon as possible.

Vacancy Type: Existing position.

About JVS Toronto

At JVS Toronto, we believe everyone deserves the opportunity to build a meaningful career. Since 1947, we’ve empowered thousands of individuals each year through employment, career development, and assessment services across Toronto and York Region. We also partner with businesses to help them find the talent they need to succeed.

Why Join Us?

• Generous Time Off – Start with three weeks of paid vacation, plus paid sick time, personal wellness days, and family-related leave, to support a healthy work–life balance.
• Benefits & Pension Plan – Access a health and dental benefits plan, an Employee Assistance Program, and a defined benefit pension plan with employer contributions.
• Inclusive & Supportive Culture – Join a collaborative and inclusive organization committed to diversity, equity and belonging.
• Additional Perks – Access corporate discounts and other programs that support your overall well-being.

Eligibility for benefits, pension and time-off programs varies by employment status.

About the Program

The JVS Integrated Employment Services (IES), funded by MLITSD and managed by WCG, provides employment services to unemployed individuals of all ages, financial backgrounds and skills to help them gain and retain employment within their field or a related field. To achieve its goal, the program provides a range of services including one-on-one employment counselling, employment workshops, job development/placement services and job retention supports. In addition, IES collaborates with other programs to ensure efficient and smooth operations through streamlining client referrals to appropriate services.

As a Program Assistant you will:

• Conduct regular follow-ups to track client progress, obtain relevant information on employment status, collect required documentation and keep accurate records of the outcomes within required timelines to achieve program targets
• Initiate and process employment related financial supports and gift cards to eligible clients
• Responsible for administration of the centralized client intake across JVS Toronto programs; coordinate recruitment and referrals, screen referrals for appropriate programs; understand the flow of client activities for all programs
• Provide information to potential clients and referral sources, along with promoting services and answering questions knowledgeably
• Support system/process implementation, including completing data entry in funder’s database and maintaining electronic file records
• Conduct the case closures in various funders and internal data bases, assuring all needed information and documentation is on file
• Set up and maintain up-to‑date participant records and accurate filing systems, along with storage and disposal in accordance with JVS Toronto Privacy Policy
• Maintain tracking spreadsheets as well as utilize multiple database tools to update participants’ progress and outcomes including preparation of program reports
• Assist with organizing appointments, orientations, and workshops
• Provide front desk/ reception duties and customer service to all clients, employers and visitors
• Assist with organizing events, outreach activities, etc.
• Other duties as assigned.

Minimum Qualifications & Experience:

• High school education; Diploma or Certificate in Administration preferred
• 2 years of administrative experience
• Sales and/or customer service experience
• Excellent administrative, data entry, analytical, interpersonal, and problem‑solving abilities
• Computer literate with the ability to learn systems used by the agency (ie. EOIS, CAMS, FFAI, CaseFLO, Salesforce); Proficient in Microsoft Office
• Strong technical skills and a proven ability to master new databases and tools
• Effective verbal and written communication skills with a proven ability to conduct research
• Strong organizational and time‑management skills; detail oriented
• Customer service oriented and strong interpersonal skills; culturally sensitive
• A clear Criminal Record and Judicial Matters Check is required for this position

JVS Toronto is an Equal Opportunity Employer. If you require accommodation at any stage of the recruitment process, please contact Human Resources.

We embrace diversity and encourage all qualified candidates to apply. We thank all applicants for their interest; only those selected for an interview will be contacted.