Program Coordinator (Youth Job Connection Program)
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 seven locations, we now help thousands of people each year successfully accomplish their employment goals. Our team of dedicated professionals have 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 Employee & Family Assistance program
- An RRSP Matching plan
- A Wellness program
Program & Role Description: The Youth Job Connection (YJC) program is designed to help young people between the ages of 15 and 29 who face multiple barriers to employment. The YJC program provides access to employment skills development, along with education/training, and work experience.
The Program Coordinator is an essential part of the team, responsible for program staff supervision, budget accountability, monitoring the program’s progress towards goals, preparing reports for the program’s funder, working directly with youth program participants, and other essential responsibilities to ensure the success of the program.
- Position Type: Full-time, leave-based contract for 18 months
- Location: Base office location at Islington & Highway 401 in Etobicoke. Potential to perform some work functions remotely from home contingent on having appropriate work-from-home space and reliable internet connection. Hybrid-remote schedule will be as determined by the Director of Programs.
- Years of experience: 4+
- Reporting to: Director of Programs
- Start date: Immediately
COVID-19 Vaccination Requirement: The Career Foundation is committed to the health and safety of its workforce. As of December 16, 2021, successful candidates for our internal employment opportunities must be fully vaccinated against COVID-19 and submit proof of same prior to receiving an official employment offer. Accommodations will be made where possible for qualifying medical or religious exemptions.
Responsibilities (include but are not limited to):
Program Operations and Monitoring Service and Quality Control:
- Ensures that the YJC program is consistently meeting or exceeding performance targets and adhering to all deliverables.
- Provides the team with relevant coaching and support and takes a proactive approach when any target is not on track.
- Prepares proposals, business plans, monthly, quarterly, and yearly reports and statistics, and other reports as required for submission to the program’s funder and the Director of Programs.
- Ensures that the YJC program provides youth participants and employers with personalized services, addressing their needs and goals.
- Safeguards that client files always meet audit requirements, are up-to-date, organized and filed appropriately for ease of retrieval.
- Ensures that the YJC team enters, completes and files all necessary documentation (physical and digital), including within internal and funder-mandated systems.
- Conducts monthly file monitoring (physical and digital) to ensure that all necessary information is complete and accurate and meets The Career Foundation’s standards for delivery of quality service.
- Represents the organization by attending community partner meetings related to the program when needed.
- Participates in the development and implementation of effective outreach strategies to create and enhance relationships with community partners and recruits new, eligible youth into the YJC program.
- Demonstrates outstanding customer service skills and addresses, documents and resolves client, funder, and/or partner concerns/complaints in a timely manner, keeping with The Career Foundation’s service standards, and makes Director of Programs aware of such occurrences.
- Mediates conflicts or concerns between staff and clients when needed.
- Addresses, documents and resolves team member complaints in a timely manner, keeping with The Career Foundation’s policies and procedures, and seeks support from the Director of HR as needed.
- Ensures that program participants have access to mentorship opportunities pursuant to the program funder’s requirements for a mentorship component in the program.
- Shares responsibility for the general management of the Etobicoke office with the other on-site management representative based from the same suite.
- Other duties as assigned.
- Responsible for the training and supervision of all YJC program staff.
- Provides leadership and expertise to the YJC team in areas of Job Search, Job Matching, Placement and Retention, and other areas.
- Conducts check-ins with new staff at regular intervals and maintains proper documentation.
- Uses in-house quality control tools to continuously monitor staff performance towards goals and meets with team members as necessary to discuss performance matters that may be affecting outcomes.
- Conducts yearly performance appraisals with all YJC program staff, ensuring that documentation is thorough, and that staff have signed off on their review.
- Provides ongoing coaching to staff and quickly addresses and documents performance issues as necessary.
- Conducts weekly team meetings to share progress towards goals, case conferences and leads team in troubleshooting/brainstorming issues.
- Oversees and monitors staff attendance, including reviewing and approving vacation requests.
- Enforces company policies, including those related to privacy, confidentiality, and health and safety.
- Other duties as assigned.
- Maintains, tracks, and administers comprehensive program budget with accurate and up-to-date data; assumes full accountability for all related expenditures and outcomes.
- Tracks expenditures for project-related expenses and submits claims to Finance in a timely manner.
- Manages petty cash flow and submits regular reports to the Finance department.
- Consults immediately with the Director of Programs and Chief Operating Officer if spending is not on-track at any given time and details steps to be taken to remedy the situation.
- Plans for expenditures and accounts for unexpected expenses in the budget in consultation with Director of Programs.
- Other duties as assigned.
Recruitment, Onboarding, and Staff Engagement:
- Supports internal recruitment efforts when needed by forwarding postings to community networks and other appropriate contacts and checking in with team members and other staff regarding possible referrals.
- Makes hiring a priority by reviewing pre-screened candidate packages presented by the Recruitment department and schedules and conducts interviews promptly.
- Ensures that new staff members, volunteers, and practicum students receive a warm welcome on their first day and that all onboarding procedures are completed.
- Ensures that new staff training has been fully completed by scheduled deadlines.
- Other duties as assigned.
- Reviews and approves all job placement claims, stipends, participant supports, and staff travel expenses.
- Creates and updates program forms as needed.
- Monitors hardcopy and digital marketing materials used by the team and ensures that necessary updates are completed through the Communications Officer.
- Works with the Communications Officer to ensure that the YJC program’s online profile and program information is up-to-date and relevant on The Career Foundation website.
- Collects and updates statistical information on the YJC program for quick retrieval as needed.
- Other duties as assigned.
- Post-secondary degree in human services or related field preferred, or an equivalent combination of education and experience is required.
- Minimum 4 years’ experience in the areas of human services, employment counselling, and job development. Previous supervisory experience highly preferred. Candidates who also possess experience working directly in youth employment programming will be given preference.
- Experience monitoring and evaluating individual/team performance and progress towards goals.
- Proven track record in a results-driven environment and solid experience in meeting or exceeding targets is required.
- Experience communicating with funders to make inquiries, obtain approvals, negotiate terms, disseminate information, etc.
- Up-to-date knowledge of current labour market trends, the impact of COVID-19 on the labour market, job search techniques and employment research methods.
- Excellent written and verbal communicational skills with the ability to clearly communicate information and develop formal business documents. Proposal writing experience is an asset.
- Exceptional customer service skills and 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.
- Flexible and positive approach to work and willingness to take initiative to lend assistance where needed to ensure that the team is successful in meeting project goals.
- Proven ability to build strong working team relationships.
- Advanced proficiency in Microsoft Office Suite (Word, PowerPoint, Excel), as well as Zoom, and Outlook 365 applications, including Teams and SharePoint.
- Punctual, self-motivated, and self-directed.
- Ability to maintain sensitive information and exhibit tact, diplomacy, and good judgment, while exacting standards of professionalism, ethics, and confidentiality.
- Flexible to work outside of normal business hours when needed during peak periods.
- Must be able to work from base location in Etobicoke. Potential to perform some job functions remotely from home on a hybrid-remote schedule contingent on having appropriate work-from-home space and high-speed internet.
- Must be fully vaccinated (two doses) against COVID-19. The successful candidate will be required to submit official documentation to confirm vaccination status prior to job offer.
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.