Program Operations Administrator

Program Operations Administrator

Anywhere in Ontario (Remote/Hybrid)

Position: Full-Time

About CSTEC

The Canadian Skills Training and Employment Coalition (CSTEC) is a national not-for-profit organization dedicated to helping Canadians develop the skills they need to succeed in today's labour market. Working alongside governments, employers, labour organizations, Indigenous partners, educational institutions, and community organizations, we design and deliver innovative workforce development initiatives that create meaningful employment opportunities.

We're looking for a highly organized and detail-oriented Program Operations Administrator to support our workforce development programs. This role is ideal for someone who enjoys working with data, financial records, and operational processes while supporting project teams that make a real difference.

Position Summary

The Program Operations Administrator serves as the operational link between program staff, our Customer Relationship Management (CRM) system, and the finance department. The successful candidate will help ensure participant records are accurate, invoices and expenses are verified, spreadsheets are maintained, and payments are processed efficiently and accurately.

This position requires exceptional attention to detail, strong Excel skills, and the ability to manage information from multiple sources while maintaining accuracy and confidentiality.

Key Responsibilities

- Maintain spreadsheets to track participants, employer activities, training expenditures, and wrap-around supports.

- Review and verify invoices, receipts, participant supports, and training expenses prior to payment.

- Prepare payment requests and supporting documentation for the finance department.

- Reconcile information between the CRM, spreadsheets, invoices, and financial records to ensure accuracy and completeness.

- Assist with program reporting by compiling operational and financial information.

- Maintain accurate electronic records and filing systems.

- Communicate with staff, training providers, employers, and participants to obtain required documentation and resolve administrative issues.

- Support program managers with reporting, and operational administration.

- Help improve administrative processes and develop efficient tracking tools.

- Perform other related duties as assigned.

Required Qualifications

- Diploma or degree in Business Administration, Office Administration, Accounting, Finance, Project Administration, or a related field.

- Advanced Microsoft Excel skills, including formulas, pivot tables, lookups, sorting, filtering, and data validation.

- Experience developing and maintaining complex spreadsheets.

- Strong organizational skills with exceptional attention to detail.

- Basic accounting or bookkeeping knowledge, including invoice verification and financial reconciliation.

- Experience using Customer Relationship Management (CRM) systems or similar database software.

- Strong Microsoft Office skills, including Outlook, Word, Excel, and Teams.

- Excellent written and verbal communication skills.

- Ability to manage multiple priorities while meeting deadlines.

- Ability to work independently while collaborating effectively with a team.

Assets

- Experience administering government-funded programs.

- Familiarity with participant databases, financial tracking systems, or case management software.

- Experience coordinating payments, expense claims, or grant-funded projects.

- Knowledge of privacy legislation and confidential record management.

- Experience preparing reports for management or funding agencies.

What We Offer

- Flexible remote or hybrid work arrangements.

- Opportunity to work from anywhere in Ontario.

- A collaborative and supportive team environment.

- Meaningful work supporting workforce development initiatives across Canada.

Occasional travel may be required for staff meetings, training, or organizational events.

Diversity, Equity and Inclusion

CSTEC is committed to creating an inclusive workplace where everyone is treated with dignity and respect. We are an equal opportunity employer and welcome applications from qualified individuals of all backgrounds, including women, Indigenous Peoples, persons with disabilities, members of racialized communities, members of the 2SLGBTQI+ community, and other equity-deserving groups.

Accommodation is available throughout the recruitment process in accordance with applicable accessibility legislation. Applicants requiring accommodation are encouraged to let us know at any stage of the hiring process.

We thank all applicants for their interest. Only those selected for an interview will be contacted.