Program Assistant

Position details

Customer service and administration

• Welcome and direct visitors and callers; answer telephone inquiries using a bilingual French/English greeting.
• Check, route, and respond to messages in the general delivery mailbox; cancel or reschedule client appointments when staff, students, or volunteers are absent or delayed.
• Prepare information packages and collect, update, and enter information into electronic databases.
• Collect and reconcile client fees, issue receipts, and submit fees to accounts receivable.
• Support staff, student, and volunteer orientation to administrative protocols; order and maintain office and kitchen supplies and equipment.
• Maintain first aid boxes and report needs to Facilities; monitor local community resources and share information with site staff.
• Liaise with service providers and external contacts, including arranging interpreters and coordinating community-event participation.
• Support correspondence, meeting minutes, filing, client letters, and maintenance of regulatory college license numbers for billing.
• Provide logistical support for presentations, community events, seminars, and workshops; participate in quality improvement and risk management.
• Record client attendance in the electronic client database and maintain confidentiality of client information.

Training and inclusion

• Participate in regular staff meetings, peer consultation, monthly supervision at minimum, and organization, division, or funder training as applicable.
• Work with a supervisor to identify training and development needs and plan for them.
• Support equity, diversity, and inclusion, anti-oppression, and social justice principles within the organization and community.

Qualifications

• Community college diploma or equivalent education and experience in administration, social services, or psychology over a minimum three-year period.
• One to three years of reception or administration experience.
• Customer service skills and sensitive, professional responses to diverse client needs, including crisis situations and disabilities.
• Knowledge of Toronto community resources and supports.
• Good listening, verbal, and written communication skills; strong keyboarding and computer skills, particularly Microsoft Office and CRM.
• Experience working with an electronic database; ability to prioritize competing demands and interruptions with strong organization and time management.
• Initiative, teamwork, ability to work independently, and commitment to cultural competency, social justice, anti-oppression, equity, and inclusion.
• Satisfactory Criminal Reference Check and Vulnerable Sector Check within the last 12 months.
• Experience working with students or volunteers is an asset; fluency in French is an asset.

Salary

• Salary range is $45,967 to $56,549, Grade 5 BU; no pay cadence is stated.

Application

• The posting describes a current vacancy. The application deadline is November 19, 2026 at 5:00 pm.