Program Support (Administration)

Job Responsibility:

POSITION DESCRIPTION

JOB TITLE: Program Support, Employment and Training Services

DEPARTMENT: Employment & Training Services

BARGAINING UNIT: CUPE 2936.13

SALARY GRADE: Class 3, Level 1

EFFECTIVE DATE: April 1, 2023

POSITION SUMMARY

This Program Support position will focus on administrative responsibilities related to all components of Employment & Training Services Programs including the management of the client data, which forms the basis of the reporting to the Ministry of Labour, Immigration, Training and Skills Development and any related funders. This position will be responsible for receiving and prioritizing new client inquiries for the Employment & Training Services programs, as well as updating and maintaining associated databases.

KEY RESPONSIBILITIES

Resource and Client Management

• Coordinate the booking of client appointments across multiple teams and locations.
• Managing a high volume of statistical data management.
• General clerical support to leadership and program teams.
• Maintains a sign in system to track and report all service users and/or visitors.
• Answer client inquiries via phone, email, website or in-person and book appointments.
• Support general inquiries and referrals to internal and external programs and services.

Workshops and Assisted Service

• Enters aggregate information into data management systems.
• Collects workshop evaluations/follow-up sheets and contacts clients to make follow-up appointments.
• Supports Employment Advisors, Coordinators, and Program Director to ensure timely execution and completion of all components of referrals, checkpoints and follow-up service standards are met as per funder agreements.
• Enters data into monthly program workshop calendars.

Administrative

• Support leadership team in the coordination of team training/events.
• Support general office support such as opening and closing of buildings, keeping resources in centres/job boards/website updated/replenished, office tidying, cleaning client spaces or ordering supplies.
• Provides relief support for program and administrative functions during periods when regular staff are performing alternate duties or are absent from the workplace.
• Work closely with other members of the Employment /Training Services Teams to support administrative requirements of programs and services.
• Assist to create systems and protocols which increase efficiency and effectiveness of program delivery

Client/Customer Service

• Maintain professional relationships with other employees, clients, employers and other community visitors

• Must treat all individuals with equal respect and interact in a tactful, supportive professional manner

• Inform clients of processes and procedures with JHS programs as required

• Ensure that all services are provided within the standards of service maintained by JHS and consistent with the agency's philosophical beliefs

• Maintain client confidentiality in relation to all JHS programs and services

• Administrative support to other JHS programs and services as required.

Case Management/Documentation

• Ensure the accuracy, integrity, and professional documentation of client information, and maintain up-to-date records in the appropriate data management systems.
• Regular and on-going liaison with program coordinators and program director as it relates to the collection and inputting of data and file management.

QUALIFICATIONS AND EXPERIENCE

Education & Certifications:

• Post Secondary or related recognized training in Data Base Management and/or Office Administration.

Experience:

• Proven experience in an office environment.

Knowledge, Skills, and Abilities:

• Advanced knowledge and understanding of data management systems such as CaMS, ES Cases and GCOS and guidelines and requirements for all Employment and Training programs
• This position requires thorough knowledge of the administrative guidelines of all JHS Employment & Training Services programs and an understanding of various data management systems such as ES Cases, CaMS and GCOS.
• Demonstrated excellent administrative and organizational skills; strong computer skills; knowledge of Access databases and Excel
• Solid understanding of JHS Durham Employment & Training programs and eligibility requirements for each
• Detail and task oriented with demonstrated self-management and time management skills and is able to meet program and financial targets within established deadlines
• Maintains excellent organizational skills
• Ability to work effectively within a team environment
• Ability to promote confidentiality
• Strong communication skills both written and verbal.
• Acts with integrity, takes initiative and shows leadership
• Demonstrates exceptional interview and problem-solving skills
• Knowledgeable about internal and external programs and services related to JHS client needs

WORKING CONDITIONS

• Fast-paced, multi-tasking environment with competing priorities and deadlines.

• Some physical demands may include sitting for long periods, using a computer, and occasional lifting of office supplies.

• Serve potentially escalated clients as program support is often first point of contact.

APPLICATION DETAILS

Posting Date: May 1, 2025

Closing Date: May 14, 2025

START DATE: ASAP

Applications can be submitted through the following link: