Administrative Assistance

Job PTP – Internal / External Job Posting – 1 Full–Time Administrative Assistant (Get SETProgram with Business Development Support)

Job Title:

Administrative Assistant

Location:

PTP East Training Centre

Hours:

35 hours a week

Position:

Full-time – permanent

Reports to:

Program Manager, Get SET (Skills, Education and Training) Program and Director, Business Development

About PTP:

PTP Adult Learning and Employment Programs (PTP) is a community-based organization with two locations in Toronto. Our vision is to empower people to learn and find work they value.

Our mission is to provide basic skills education, job search and related services to individuals preparing for employment, training, or further education. We work to enhance the economic and social circumstances of our participants by creating a rich learning environment where participants identify their interests, develop literacy and essential skills, explore employment goals, and discover individual pathways to success.

Position Summary:

Under the direction of the Program Manager, the Administrative Assistant provides essential client service and administrative support to the Get SET program, which is the primary focus of this full-time role. Within the regular 35-hour work week, the position also provides parttime administrative support to Business Development activities on an as-needed basis throughout the year, typically ranging from 4 to 10 hours per month. The role ensures efficient program operations, accurate data management, strong internal coordination, and responsive front-line service while supporting instructors, the Program Coordinator, management, clients and related reporting requirements.

Duties and Responsibilities:

Client Services

• Manage front reception, responding to enquiries (on site and on the phone), redirecting as appropriate.
• Distribute, record and track students’ support funds.
• Support clients and students with program navigation, referrals, and administrative services.

Administrative & Data Reporting (Employment Ontario/Get SET Compliance)

• Data collection, registration entry, update, closures, and reporting of students’ information using ministry Case Management System (CaMS).
• Daily management of CaMS to ensure timely and accurate data entry for intakes, learner progress, attendance, exits and students’ follow up calls at 3, 6, and 12 months.
• Maintaining and tracking of all students’ milestones, completed culminating tasks and referrals in/out on a monthly basis to be recorded in CaMS, OneDrive and internal tracking systems.
• Support financial administration such as: ordering supplies, preparing invoices, petty cash logs, and expense tracking as required.
• Manage detailed filing systems and records maintenance supporting documentation in accordance and compliance with ministry audit requirements.
• Managing administrative duties: scheduling appointments for participants, preparing weekly attendance sheets on OneDrive, managing of archiving files, preparing certificates, and completing necessary paperwork as needed.
• Keep up to date on Get SET guidelines, changes to CaMS, and awareness of updates on myEOIS and impact on relevant tasks.
• Awareness of EOSS inquiries via email from ministry’s site or CaMS Application portal for immediate follow up by Program Coordinator, or Program Manager.
• Attending meetings as required
• Adhering to PTP policies
• Undertaking other assignments as required.

Business Development Administrative Support

• Coordinate training-related logistics and administrative support, including, preparation of materials, participant communication, and recordkeeping.
• Maintain inventory and supply records, monitor stock levels, and support ordering as required.
• Prepare, track, and organize invoices and related administrative documentation.
• Maintain departmental sales records, tracking tools, and reports to support business development and operational needs.
• Respond flexibly to changing priorities, recognizing that Business Development support needs may vary month to month.

Qualifications:

• A post-secondary diploma or certificate in Office Administration, Business Administration, or a related field, with a minimum of 3 years of directly related work experience.
• Advanced computer skills, including MS Word, Excel, Outlook, and working knowledge of Microsoft Access, Hubspot, Shopify, and Sage Accounting Software. Knowledge of Case Management System (CaMS) a strong asset.
• Demonstrated strength in administrative coordination, document preparation, data tracking, record management, and maintaining organized systems.
• Strong written and verbal communication skills, with the ability to support correspondence, reporting, and internal coordination across multiple functions.
• Ability to manage competing priorities and adapt to shifting demands, including periodic Business Development support responsibilities.
• A strong desire to work with people who face multiple barriers in learning and accessing employment.
• Solid interpersonal and communication skills.
• Strong administrative skills, detail-oriented, and well-organized.

Posting Date: May 25, 2026 Closing Date: Open until filled What We Offer:

• Competitive salary $52,000-$54,500/year and benefits package.
• Opportunities for professional development and growth.
• A supportive and collaborative work environment.
• The chance to make a meaningful impact in the lives of individuals seeking upgrading skills to access employment, further training and independence.

If you are interested in the position, please submit your letter of interest and resume in one document to Simone Morrison at simonem@ptp.ca

We are proud to be an equal opportunity employer. PTP will provide accommodation during all steps of the hiring process, upon request, to applicants with disabilities. Please advise us if you need any accommodation.

Our sincere appreciation to all those expressing interest in the position, however, only those applicants invited for an interview will be contacted. Thank you for your interest!