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Program Coordinator / Facilitator - Personal Support Worker Training program - The Career Foundation

Apr 15, 2021
Various Locations, Ontario

Please note that availability of this position is dependent on funding approval.

Position type: Full time contract until March 31, 2022

Location: GTA and Surrounding Areas, travel/commuting involved, location flexible

Number of positions: 1

Reporting to: Manager

Years’ Experience: 4+

Application Deadline: April 15, 2021

The Personal Support Worker Training Program Coordinator/Facilitator will have exceptional skills in coordinating workforce development projects and leading sector-specific stakeholder engagement.  You will work closely with participants and partners over the course of a year to facilitate and oversee a Personal Support Worker Training Program. The Program Coordinator will be responsible for the start-up and day to day operations of the program, ensuring that all targets and KPIs are on track.

Responsibilities (include but are not limited to):

Program Coordination & Administration

  • Assume responsibility for the day-to-day operation of the program including participant recruitment and selection, program administration, pre-employment workshops, technical training, job placements and employment services (including post-employment support)
  • Oversee program activities to ensure program timelines are met, contractual milestones are on track, and uninterrupted service is provided
  • Create client service plans, monitor progress, and submit assessment reports to funder database
  • Update client information and service activities in a timely manner
  • Maintain client and employer files in line with organization’s standards
  • Maintain physical and electronic copies of client files and employer files
  • Follow and enforce The Career Foundation’s internal policies and procedures
  • Monitor and spend program budget, process staff expenses, oversee partners’ budgets
  • and collect/submit invoices
  • Collect and monitor program data
  • Maintain documentation of participant files/database, records of service provided including participant progress reports
  • Collect and maintain statistical information on participants’ needs and program activities
  • Write and edit progress reports to funder on a monthly, quarterly, yearly basis
  • Coordinate and host program events such as hiring fairs, graduations and ministry visits
  • Participate in industry events such as conferences and other related initiatives (this may include travel and overnights stays as needed).

Partner Relations & Staff Management

  • Assume coordination and supervision of program including partners, trainers, students/participants, and staff
  • Supervise and motivate partners, trainers, and staff to reach targets and service expectations
  • Negotiate and mediate between partners, students and/or trainers as needed
  • Provide program updates to partners and staff
  • Coordinate and participate in weekly/monthly/bi-monthly Delivery Partners meetings and trainer meetings as needed
  • Coordinate and oversee the Advisory Committee including setting meeting times, hosting meetings and taking minutes
  • Lead staff training, case conference and other meetings
  • Receive feedback from public, partners, trainers and participants; resolving challenges if required
  • Cultivate a positive and collaborative working environment.

Program Promotion & Participant Recruitment

  • Coordinate the recruitment of eligible and suitable participants
  • Oversee and monitor the program outreach & marketing process
  • Monitor and track participant application process
  • Create and circulate advertisements, develop and oversee social media campaigns
  • Conduct numerous community information sessions
  • Answer program inquiries and screen applications
  • Coordinate and conduct participant interviews with Manager and partner representative
  • Contact program candidates to extend offers or communicate regrets and refer not selected elsewhere
  • Liaise with community partners regarding client referrals and client progress as needed
  • Conduct intake sessions for program candidates.

Pre-Employment Training Facilitation

  • Create and adapt pre-employment curriculum as needed
  • Develop curriculum workbook and/or resources
  • Facilitate on-site and virtual pre-employment workshops, solicit and arrange industry guest speakers, hire third-party trainers, and book workshop rooms
  • Manage scheduling conflicts or participant disruptions during workshops in a proactive and professional manner
  • Facilitate workshops and program information session

Job Development & Placement

  • Assist participants in creating self-marketing materials (résumés, cover letters, letters of introduction, follow-up correspondence, calling cards)
  • Place participants in jobs with employers and manage written training agreements and subsidies for mentorship
  • Conduct site visits with employers for the duration of each placement
  • Coach participants on interview preparation and self-presentation
  • Discuss life skills in a diplomatic and tactful manner
  • Mediate conflicts between employer and participants as needed
  • Conduct outreach and marketing to employers to secure commitment to hire participants
  • Contact employers to arrange interviews and job offers.

Employment Counselling

  • Provide one-on-one support and group support on job search, employer research, marketing skills, conflict resolution, career advancement, accepting feedback, etc.
  • Identify barriers to employment and provide participants with suitable referrals as needed
  • Assist participants in researching employment requirements, industry accreditation, and further education/training opportunities
  • Provide industry-specific orientation to the workplace and employer expectations
  • Support participants in planning and conducting job search
  • Assess clients’ employment goals and determine next steps
  • Develop a resource pool of mentors/coaches and create mentorship plans
  • Monitor mentor/ mentee relationships and facilitates adjustment as required.

Qualifications/ Skills Required:

  • University degree required
  • At least 4 years’ experience with program/project administration and coordination
  • Experience with employment counselling and job development
  • Knowledge and experience in the health sector is preferred
  • Must be ‘results-driven’ in nature and achieve program targets
  • Ability to work with diverse populations, including participants facing employment barriers
  • Experience working with employers and industry partners
  • Advanced proficiency in Microsoft Word, Excel, PowerPoint and database applications
  • Experience working with invoices, claims, and budgets an asset
  • Familiarity with Employment Ontario funded programs and services an asset
  • Customer service oriented - able to uphold the organization’s service standards and policies
  • Excellent verbal and written communication skills for giving and receiving information, participating in meetings and writing reports
  • Punctual, self-motivated/self-directed; professional and possess great interpersonal skills
  • Excellent organizational skills, able to multi-task / take initiative when needed   
  • Flexible to assist team members as needed to help ensure program goals are met
  • Ethical with ability to maintain confidentiality, exhibit tact, diplomacy and sound judgment
  • Capable of working under pressure with frequent interruptions; able to prioritize while working on numerous program demands
  • Able to work independently and build strong working team relationships
  • Must be able and willing to travel between program locations and employer sites across the Greater Toronto Area and surrounding areas on a regular basis
  • Must be flexible to work evenings and weekends.

How to Apply: Please visit our website at and select the position you would like to apply for from our list of vacancies. You can 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.

This job is from CharityVillage