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Job Details

Program Assistant

Job ID: 17,370

Date Posted:
Nov 4, 2019
Job Title:
Program Assistant
Job Category:
Administration, Business & Finance

Job Description:

Program Assistant


Literacy Council York-Simcoe (LCYS) Skills Upgrading Centre is a non-profit charitable organization with 35 years’ experience providing adults with the opportunity, tutoring, training, and tools to improve their reading, writing, numeracy, computer, employability and life skills.


Under the direction of the Executive Director, the Program Assistant plays an essential role in supporting the staff, participants, volunteers, and the organization as a whole. The Program Assistant is responsible for a broad range of customer service,marketing, outreach and administrative functions.  The ideal candidate is highly organized, flexible, thrives in a multi-tasking environment and has a welcoming demeanor. Experience working in a small non-profit organization is desirable.


The following describes the general nature and level of work being performed. This is not an exhaustive list of all job duties. Other duties may be assigned.

  1. Be the first point of contact (in person, by phone, and by email)for participants, volunteers and the public, scheduling appointments for staff and visitors, receiving deliveries, assisting with sign-in/sign-out, arranging transportation etc.
  2. Provide administrative and office support (prepare bank deposits, manage petty cash, collect and distribute mail, order and refill supplies for all staff and programs, and maintain telephone system)
  3. Coordinate inspections, repairs, and maintenance of the office for comfort, appearance, and health and safety purposes.
  4. Maintain and develop program documentation, databases, Google forms, spreadsheets, inventories and office
  5. Maintain electronic and paper records for the organization in an orderly and efficient
  6. Participate in health and safety initiatives and perform administrative functions to ensure
  7. In conjunction with the Executive Director, plan all events, including the AGM, tutor training, annual United Way campaign and other events as directed.
  8. In conjunction with the Learning Coordinator, coordinate volunteer recruitment, registration, initial screening, training and recognition
  9. Coordinate and maintain the organization’s membership program (including renewals and updates to databases).
  10. Create member communications, including annual report, e-blasts, newsletters, and other member engagement content, as directed.
  11. As assistant to the Computer Training Program Coordinator, register participants, provide referrals, print certificates and assist participants with courses as needed.
  12. Collect data and information from participants for program use and follow-up.
  13. Proactively recognize and pursue opportunities to engage the organization’s stakeholders (i.e., participants, tutors, funders and the public) for the continued good of the organization.
  14. Create digital content for use on website, social media, MailChimp, and other
  15. Develop and maintain a social media calendar and planning and scheduling posts on all social media channels.
  16. Maintain and enhance website.
  17. Distribute print-based marketing material to potential participants, partner agencies, and others as needed. Track distribution and maintain stock of all printed material.
  18. Obtain and record permission from all individuals whose story and/or likeness may be used in any venue for the benefit of the organization.
  19. Coordinate annual United Way campaigns, including Speakers Bureau and fundraising initiatives.
  20. Liaise with community, regional and provincial groups and agencies and the media to develop and maintain relationships and promote community awareness through speeches and presentations.
  21. Arrange for representation at relevant conferences, fairs, conventions and events to develop and maintain public interest and awareness.
  22. Compose thank you letters to donors and administer donation receipts
  23. Proactively recognize and pursue opportunities to advance the organization, particularly with regard to public awareness and fund development.
  24. Work with digital reporting/analytics to measure the impact of online marketing efforts.


Literacy Council York-Simcoe




  • Post-Secondary Education in Business Administration or related field
  • 3-5 years of office experience in an administrative role


  • Experience related to working with adults in education, administration, volunteer services and a non-profit environment strongly preferred
  • Experience related to special events, fundraising, marketing, customer service, social services, and marketing an asset.

Knowledge, skills and abilities: 

  • Strong communication skills, both written and verbal, and excellent presentation
  • Excellent customer service skills and effective relationship management experience and skills to work with multi-sectoral partners
  • Self-motivated, organized, attentive to detail, creative, resourceful, flexible, able to work with a team and independently and able to effectively manage multiple responsibilities and priorities. Able to troubleshoot, solve problems proactively
  • High degree of tact and professionalism with a customer-focused mindset
  • The successful candidate must undergo a criminal reference check.
  • The successful candidate must have a valid Ontario driver’s licence and use of a vehicle

Demonstrated Proficiency in:

  • Windows-based environments, using MS Office (Word, Excel, Access, PowerPoint, and Outlook)
  • Knowledge of and experience with Adobe, Mailchimp, Zoho, Twitter, Instagram, and Facebook and the ability to navigate the internet and use Google forms and dropbox.
  • Experience and skill in website maintenance, social media content planning and posting, and social media measurement tools.

How To Apply:


Applicants should send a resume outlining how they meet the specific requirements of the position to lityork@skillsupgrading.ca; include “Program Assistant” in the subject line.

Applications will be reviewed on a continuing basis. Apply early.
Job Status: Full-Time contract 4-4.5 months (mid Nov 2019–Mar 2020) with a strong possibility of a 9 month extension to December 2020.

Hours: 36 hours per week
Availablity: Days and at least one evening per week; weekend work is rare.

Thank you for your interest. Only applicants selected for an interview will be contacted. Literacy Council York-Simcoe Skills Upgrading Centre is committed to the principles of employment equity and encourages applicants from all human rights protected groups. We strive to meet the accommodation needs of persons with disabilities. Applicants are encouraged to make their needs for accommodation known during the application process.


Advertised Until:

Nov 15, 2019


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