Program Support Specialist

About The Career Foundation:

The Career Foundation is a dynamic non-profit organization that offers a wide range of employment, training, and HR services to job seekers and employers. Since its inception in 1988, The Career Foundation has steadily expanded its services. Operating out of multiple locations, we now help thousands of people each year successfully accomplish their employment goals. Our team of dedicated professionals has described The Career Foundation as caring, compassionate, innovative, and team-oriented. For more information about us and our services, please visit our website at CareerFoundation.com.

Some of the benefits and features available to our employees include:

• Competitive compensation
• A comprehensive Health Benefits plan that includes massage therapy, naturopath services, travel coverage, and much more
• A comprehensive Dental Insurance plan
• An RRSP Matching benefit
• An Employee & Family Assistance program
• Employee wellness initiatives
• Paid days off for religious observance purposes

Program and Role Description: The Career Foundation’s Youth Thrive program operates both regionally and nationally, offering youth a variety of activities such as professional skills workshops, a virtual retreat, and volunteer placements. These opportunities help youth participants gain valuable skills and experiences, engage in important community projects, and promote civic engagement and social inclusion. Our national Youth Thrive program is available to youth aged 16 to 29 living in Ontario, British Columbia, Alberta, or Nova Scotia, while our regional Youth Thrive program serves eligible youth living in Ontario. Both programs particularly focus on youth who identify as Indigenous or are underserved from equity-deserving groups.

This Program Support Specialist position is available with our national Youth Thrive program based in Toronto. In this role, you would be an integral member of the project team. Some of your responsibilities would include presenting the program to potential youth participants, including those who identify as Indigenous or are underserved members of equity-deserving groups; conducting intakes and assessments; and developing tailored service plans with appropriate interventions to help youth participants achieve successful outcomes. You will also perform important quality assurance and administrative functions for the project to ensure data integrity and quality record-keeping, among other duties. Additionally, you would be responsible for achieving individual targets relevant to your assigned responsibilities.

Position Type:

Full-time (37.5 hours per week) one-year contract with excellent potential to lead to permanent

Base Location:

Toronto (Yonge St. & St. Clair Ave. E).

Schedule and Requirements:

• This opportunity is based out of our Toronto office, located near Yonge St. & St. Clair Ave. E. The position also requires frequent local travel to partner locations and other stakeholder sites to support the program’s deliverables. The successful candidate should possess a valid Ontario G driver’s licence and a reliable vehicle to meet the core deliverables of the position that require travel, including to remote areas not accessible by transit.
• The position currently permits a hybrid schedule, allowing for one work-from-home day per week. The hybrid schedule is based on performance and operational needs and requires a private work-from-home space with reliable, high-speed internet. A company laptop and other equipment will be provided.
• Please note that the work schedule for this position requires flexibility and availability to work some evening hours and occasional weekends to meet the needs of the program.

Vulnerable Sector Check:

An offer of employment for this opportunity will be contingent on a Vulnerable Sector Check (VSC). The costs will be covered by The Career Foundation.

Start:

As soon as possible

Reporting to:

Program Coordinator

Responsibilities include:

Youth Intakes, Assessments, and Service Planning

• Provides information to youth candidates about the numerous benefits of civic engagement and volunteerism, emphasizing personal growth and community impact.
• Performs thorough screening and conducts detailed intakes with potential youth participants, ensuring they meet all eligibility requirements for the program.
• Presents the program to youth candidates in a clear, engaging, and motivating manner, ensuring they fully understand the objectives, time commitment, and benefits of the program.
• Ensures all required documentation is accurately completed, including obtaining all necessary signatures, to maintain compliance and accuracy.
• Assesses each youth participant’s individual needs and volunteer goals, tailoring support to help them achieve their volunteer aspirations.
• Develops tailored service plans with appropriate interventions to guide youth participants towards successful outcomes in the project.
• Enters and maintains accurate and up-to-date case notes in online data reporting systems, ensuring files are ready for audits at any time.
• Completes all necessary documentation when additional services are coordinated to provide wraparound support for youth participants.
• Conducts proactive follow-ups with new youth participants scheduled to start the program, providing them with all pertinent program information and support.
• Accompanies other team members to visit youth participants on their volunteer placements.
• Utilizes digital systems and technologies provided by The Career Foundation to further assist youth participants in achieving their goals.
• Performs other relevant duties as assigned.

Quality Assurance, Program Administration, Data Integrity, and File Compliance

• Conducts quality assessments and monitors placement environments for safety, inclusivity, and alignment with organizational values.
• Works in collaboration with program management to update and create processes that support effective, safe, and successful youth placements, ensuring alignment with organizational and program requirements.
• Conducts routine file reviews, ensuring the accuracy, consistency, and completeness of data in reports, databases, and files, and confirming that all electronic records are audit-ready and meet compliance standards.
• Creates and administers satisfaction surveys for youth participants and placement organizations.
• Supports program management to enhance and develop protocols for incident reporting, resolution, and follow-up, ensuring all team activities align with organizational policies, funder expectations, and ethical standards.
• Communicates effectively with fellow team members to investigate and resolve any missing data or signatures on documentation, ensuring all records are complete and comply with quality standards and requirements.
• Prepares and maintains comprehensive documentation on intakes, referrals, participant attendance, suitability indicators, outcomes, and other required information, ensuring all records are thorough and accurate.
• Updates youth participants’ details, placement information, and service activities in online data systems as appropriate, maintaining current and accurate records.
• Supports program management to mediate challenges with youth placements when necessary, ensuring positive outcomes for both youth and partner organizations.
• Assists program management with onboarding and training new team members, modelling best practices in client service and community engagement.
• Performs other relevant duties as assigned.

Qualifications/ Skills Required:

• Post-secondary degree or diploma in administration, business, or a related field relevant to the position’s duties is highly preferred, or an equivalent combination of education and experience is required.
• A minimum of 2 years of experience in a similar capacity, including conducting needs assessments, service planning, and/or program administration.
• Experience working with youth, including those who identify as Indigenous or are from underserved, equity-deserving groups, is considered an asset.
• Must be willing to work on-site from the office on a full-time basis and conduct frequent travel within the communities served to perform key deliverables.
• Possess a valid Ontario G driver’s licence and a reliable vehicle to conduct essential work-related travel to support the program, including remote areas not accessible by transit.
• Candidates who meet all the above qualifications and have extensive volunteer experience will be given priority.
• Exceptional relationship-building skills with a proven ability to develop rapport with people
• Excellent attention to detail, time management, and organizational skills.
• Proven track record in a results-driven environment with experience meeting assigned targets.
• Exceptional customer service skills with the ability to uphold the organization’s service standards, policies, and core values.
• A professional and courteous approach to client service with a high level of respect for the diversity of the people served.
• Excellent verbal and written English communication skills. Bilingualism is considered an asset.
• Proven ability to maintain sensitive information, exhibit tact, diplomacy, and good judgment, with high standards of ethics and confidentiality.
• Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel), and Office 365 applications, including Teams and SharePoint. Must possess the aptitude and willingness to learn and work with new online systems and technologies.
• Must be flexible and available to work some evening hours and occasional weekends.
• Positive attitude with a dedicated work ethic and willingness to take initiative to lend assistance where needed to ensure that the team is successful in meeting all objectives.

How to Apply:

Please visit the ‘Join Our Team’ page on our website at https://careerfoundation.com/join-our-team and select the position for which you would like to submit your application. You may complete the application form directly through our website. Qualified candidates will be contacted for an interview. No phone calls, please. Thank you for your interest in The Career Foundation.

The Career Foundation’s Commitment:

The Career Foundation is committed to diversity and inclusion and aims to create a healthy and rewarding environment for all. We welcome applications from qualified individuals who represent the diversity of the people we proudly serve, including, but not limited to, visible minorities, women, persons with disabilities, Indigenous peoples, and individuals of all genders and sexual orientation. The Career Foundation, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA), is also committed to accommodating applicants with disabilities throughout the recruitment process. We will work with candidates requesting accommodation at any stage of the hiring process.