Program Administrator

Job Description

Our client in the non-profit space is hiring a Program Administrator to join their team full-time. The Program Administrator plays a key administrative role in supporting the organization in both its Registration and Complaints Programs. Under the direction of the Program Managers, this role ensures the accurate and timely execution of program activities, effective communication with stakeholders, and consistent adherence to regulatory policies and procedures. The Program Administrator is responsible for processing registration applications, responding to inquiries, supporting discipline and appeals hearings, and tracking program data. This position is fully remote in Toronto and requires a high level of professionalism, attention to detail, and excellent communication skills. Responsibilities:

• Communicate registration pathways clearly to applicants and escalate complex inquiries
• Review and process registration applications in accordance with established policies
• Provide timely feedback on application status and required documents
• Support the annual renewal process and assist with administrative tasks including meeting minutes and correspondence
• Respond professionally to public and registrant queries
• Prepare case correspondence and assist with documentation
• Support scheduling and logistics for Discipline and Appeals hearings, both virtual and in-person
• Maintain accurate records and track registration/complaint case progress in the program database
• Collect user feedback and report program performance to Program Managers
• Assist with preparation of regular reports for leadership, the Board, and external partners
• Customize written responses using approved templates to ensure clarity and professionalism
• Identify and recommend improvements to communication materials and website content
• Ensure all work aligns with regulatory and internal policies
• Provide input into policy updates to support continuous program improvement
• Participate in cross-functional projects, training, and organizational initiatives

Qualifications:

• Diploma or degree in Administrative Studies (or equivalent combination of education and experience)
• Minimum of two years’ experience in a regulatory/oversight environment or similar administrative role
• Proficient in Microsoft Office Suite, SharePoint, and Adobe
• Exceptional verbal and written communication skills
• Strong customer service orientation with cultural sensitivity
• Excellent attention to detail and organizational skills
• Able to manage multiple tasks and work independently in a remote environment
• Positive, proactive, and problem-solving mindset
• Experience using Customer Relationship Management (CRM) systems
• Knowledge of health care profession regulation in Ontario
• Bilingual in English and French is preferred