Program Coordinator (Toronto) - Parental Leave Contract

Ottawa Safety Council; Toronto; Hybrid; CAD 50,000 - 60,000; Full time

Job summary

Ottawa Safety Council is seeking a detail‑oriented administrator to support field staffing, scheduling and onboarding in a hybrid downtown Toronto West setting. You will assist with leaves, meetings, events and program support, while triaging inquiries and coordinating hiring for field staff.

Ideal candidates have a secondary diploma, strong MS Office skills, and excellent written and verbal communication. Some evenings and weekends may be required, with PRC checks and safety training supported

Qualifications

• Mandatory secondary school diploma; postsecondary in related fields is an asset.
• Proficiency in English; other languages are an asset.
• Experience with community engagement or recruitment is an asset.
• Strong written and verbal communication and MS Office skills are required.

Responsibilities

• Assist in logistical scheduling of field staff and manage leaves and vacancies.
• Support Operations Manager with meetings, events, and projects.
• Triages inquiries by phone, email, and in person.
• Coordinate engagement and satisfaction for staff and the public.
• Assist with site visits and reports on vacancies, time and attendance.
• Help fill vacancies by reviewing applicant qualifications and eligibility.
• Coordinate hiring process for field staff and onboarding.
• Support equipment inventory and maintenance and retention activities.

Skills

Customer Focus

Communication

Physical Stamina

Mental Alertness

Ability to Cope with Stress

Problem Solving

Accountability and Dependability

Ethics and Integrity

Education

Secondary School Diploma

Postsecondary education in office administration, human resources, customer service or hospitality

Tools

MS Office

Scheduling software

Database management software

Job description

TERM

12-month contract covering a parental leave

SALARY

50,000-60,000

REPORTS TO

Operations Manager

COMPETENCIES

• Customer Focus
• Communication
• Physical Stamina, Mental Alertness
• Ability to Cope with Stress
• Problem Solving
• Accountability and Dependability
• Ethics and Integrity

DUTIES AND RESPONSIBILITIES

• Assists in the logistical scheduling of field staff (apprx. 200 pt workers): receiving, tracking, and filling leave requests, including last minute/same day time off requests, longer term leave and vacated positions.
• Assists the Operations Manager with logistical aspects of programs, such as meetings, seminars, workshops, special projects, and events.
• Triages and responds to telephone, email, and in person inquiries from field staff.
• Coordinates engagement and satisfaction for both employees and the public.
• Assists with site visits as necessary.
• Tracks, prepares, and submits reports regarding vacancies, time and attendance.
• Works closely with the Operations Manager to fill vacancies by reviewing and evaluating applicant qualifications and eligibility.
• Coordinates and participates in the hiring process for all field staff.
• Coordinates zoning and reporting for Field Supervisors.
• Supports the onboarding of field staff and assists with training.
• Assists with equipment inventory and maintenance.
• Supports retention and recruitment activities as needed.
• Provides administrative program support.
• Promptly reports any potentially dangerous situations to the Operations Manager.
• Provides guidance relative to compliance with policies and safety regulations and practices of the OSC.
• Other duties as required.

POSITION REQUIREMENTS

• Availability to work Monday to Friday in a hybrid work environment (downtown Toronto West office), some evenings and weekend work may be required.
• Police Records Check (PRC) with the Vulnerable Sector – PRC can be completed during the application process. Costs associated with the PRC will be reimbursed by the OSC after three (3) months of employment. Employment offer conditional upon a valid PRC.
• English proficiency is required, other languages an asset.
• Must have a valid Standard First Aid with CPR C certification (OSC provides training should candidates not have this requirement).
• Secondary School Diploma required, ideally postsecondary education in office administration, human resources, customer service, and / or hospitality would be an asset.
• Experience with community engagement / recruitment an asset.
• Proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal skills.
• Local travel will be required.
• Works well with others and takes direction and criticism in a positive manner.
• Highly effective project management, prioritisation, multitasking, and time management skills to meet deadlines.
• Maintain a calm and professional demeanor at all times.
• Energetic, self‑motivated, and results‑oriented.
• Politically and culturally sensitive.
• Knowledge of scheduling, time, and attendance tracking software an asset.
• Knowledge of client management/database management software an asset.
• Knowledge of program strategy, development, implementation, management and evaluation an asset.

WORKING CONDITIONS

• Ability to occasionally lift items as heavy as 50 lbs.
• Manual dexterity required to use desktop computer and peripherals.
• Local travel is required occasionally.
• May require occasional weekend or evening work.
• Mandatory availability Monday to Friday, 8:30-4:30, WFH flexibility.

The OSC is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diversity of the residents that we serve. We encourage candidates of diverse backgrounds and abilities to apply. Accommodations are available on request for candidates taking part in all aspects of the selection process.