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Program Administrative Coordinator

Program Administrative Coordinator

Marberg Staffing Ltd.Toronto, Ontario
6 days ago
Salary
CA$33.50 hourly
Job type
  • Full-time
  • Temporary
  • Quick Apply
Job description

Program Administrative Coordinator – Health and Safety for provincial government agency client, downtown Toronto.

Marberg Job Number : 2443.

Job Type : Temporary.

Initial Term : ASAP to March 21, 2025.

Compensation : $33.50 per hour.

Regular Work Hours : FULL TIME WORK HOURS – 7.25 work hours per day, not including unpaid 45-minute lunch break, to be worked during regular business hours, Monday to Friday (36.25 work hours per week).

Work Location : Hybrid – combination of remote and onsite work at Client's downtown Toronto office, on PATH and near Union and GO stations. Onsite work expectations subject always to client business requirements, and may change according to client business need.

Travel Requirements : Occasional travel to field locations may be required as per business needs.

Responsibilities Summary :

To provide high quality customer service, coordination and program administration to support the planning, delivery and implementation of Occupational Health and Safety Services programs and other services. Responsible for supporting the divisional management team, the division’s program staff in the administration of programs and services. Will act as liaison with members of the public and stakeholders.

  • Liaise with stakeholders participating or inquiring about Health and Safety programs, including responding to specific and general inquiries by providing information on programs, program-specific staff contacts, schedules, deadlines, and eligibility requirements
  • Monitor, triage, and respond to incoming inquiries received to program and general email boxes, and phone line requests for program information, resources, or to register to participate in a program.
  • Review registration documentation and contact participants to clarify information as needed.
  • Create and distribute acknowledgement letters, emails, and invitations for program participants.
  • Provide calendar management, scheduling, and program delivery support to divisional consultants and validators.
  • Ensure readiness of all sessions / programs; including general information, confirmations, reminders and attendance list are settled in a timely manner.
  • Create quarterly webinar schedules; Manage and assist with the cancelling and rescheduling of information sessions, as required.
  • Support preparation of registration materials and educational packages where required, including the compilation and distribution.
  • Liaise effectively with organizations to book venues for program delivery, including identifying and securing training facilities for Health and Safety programs.
  • Ensure program sessions are booked, rescheduled and cancelled in a fiscally responsible manner in accordance with program budgets, and that insurance and facilities are appropriate.
  • Responsible for the timely payment of invoices in accordance with Procurement policies and expense records are retained, filed and stored.
  • Provide effective and efficient administrative support, including preparation of standard and ad-hoc documents, booking rooms for team meetings, creating and maintaining of administrative processes manual, and suggesting improvements to administrative processes and procedures.
  • Maintain file management of divisional records, tracking sheets, and financial information
  • Create and maintain reports on branch key performance indicators such as service standards turnaround times and schedule adherence.
  • Additional administrative and program support responsibilities as required.

Qualifications :

Education : Post Secondary Degree or Diploma in related discipline, or applicable combination of work experience and education.

Preferred Work Experience : Minimum 3+ years of program administration experience in a professional office environment.

Preferred Sector Experience : Health and Safety program coordination and / or public sector experience a strong asset.

Technical and Language Skills Requirements :

  • Strong MS Excel skills, including use of VLOOKUP (will be tested).
  • Proficient English communication skills, both written and verbal, including strong business writing skills and professional telephone manners.

    • Task -Based Qualifications and Additional Attributes :

  • Punctual, responsible, and reliable. Demonstrated record of professional conduct.
  • Focused and able to work effectively with minimal direction and supervision, to prioritize tasks effectively, and to manage volume targets and due dates.
  • Pleasant and courteous : demonstrated commitment to client service and professional representation of the organization.
  • Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
  • Superior attention to detail, and organized, methodical approach to completion of tasks.
  • Demonstrated ability to work well independently, collaboratively, and liaise effectively with a wide and diverse range of internal and external stakeholders.
  • Advanced organizational, coordinative and time management skills, with the ability to prioritize work effectively for self and others, meet tight deadlines and work well under pressure.
  • Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.

    • Additional Requirements :

  • Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
  • Ability to work both remotely and onsite as required, abiding by organization health and safety policies.
  • Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities prior to assignment start.
  • Provision of certification of AODA and OHSA online training course completion prior to assignment start.
  • Satisfactory Background Checks, Technical Skills Evaluations, and Employment References as required.

    • Application Notes :

    Recommended Application Date :  We kindly request that you submit your resume quickly, as our client is actively reviewing applications. We are screening and shortlisting resumes immediately and qualified candidates may be contacted same day as date of application.