CharityVillage

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
• Paid days off for personal wellness purposes

Position Summary:
Reporting to the Manager, Digital Strategies and Services, the Technology and Administrative Support Assistant will be a key member of the IT and Digital Services department, providing high-quality support across the organization’s digital operations and administrative functions. This role is ideal for someone who is tech-savvy, detail-oriented, service-driven, and committed to delivering excellence in a dynamic and evolving digital environment.

The Technology and Administrative Support Assistant will contribute to a wide range of operational needs, including maintaining inventories of company assets, coordinating deliveries, scheduling secure document shredding, and assisting with the setup and coordination of technology and infrastructure for office locations. In addition, the role will support the Manager, Digital Strategies and Services in streamlining day-to-day departmental operations and advancing initiatives in AI and automation that enhance efficiency across all programs and departments.

Position type:

• Full-time (37.5 hours per week)

Location and Travel Requirements:

• The designated base location for this opportunity is our Head Office in North York (Lawrence Ave. W. & Allen Rd.). The successful candidate will also be required to travel to all other company offices, including Toronto, Etobicoke, York, Scarborough, and Hamilton, as well as other locations, to fulfill the scope of the position. The successful candidate should possess a valid Ontario G driver’s licence and have reliable access to a vehicle for regular travel between offices and other locations, including sites not accessible by transit. The role will also permit a hybrid-remote work schedule, contingent on operational needs and the scope of work. The hybrid schedule requires a private work-from-home space with reliable high-speed internet. A company laptop, cell phone, and other equipment will be provided.

Vulnerable Sector Check:

• An offer of employment for this opportunity will be contingent on a Vulnerable Sector Check (VSC). 

Reporting to:

• Manager, Digital Strategies and Services

Responsibilities include:

• Maintains and updates the inventory of all technology assets, including laptops, cell phones, printers, and other hardware.
• Researches and obtains quotes for various equipment and services as assigned by the Manager, Digital Strategies and Services.
• Orders and tracks new company laptops, cellular phones, and other pre-approved equipment; maintains vendor relationships and negotiates pricing to ensure cost-effective procurement.
• Responds to staff support requests submitted through the organization’s ticketing system for internal software platforms (e.g., databases, VoIP).
• Coordinates the configuration, setup, and delivery of devices in collaboration with the organization’s remote IT provider.
• Supports all departmental functions related to new staff onboarding, including assigning VoIP extensions, user licenses, scheduling secure courier deliveries of assets to office locations, and communicating tracking numbers.
• Supports all departmental offboarding procedures for departing employees, including resetting company cell phones to factory settings and updating inventory records accordingly.
• Maintains the staff directory and organizational chart to reflect new and departing employees.
• Assists with on-site setup and coordination of technology and infrastructure for new office locations, including IT and furniture logistics.
• Schedules and coordinates secure document shredding and disposal of outdated hardware and confidential documents in compliance with organizational policies.
• Maintains company storage units, including conducting site visits, creating up-to-date inventory records, and arranging for disposal services as needed.
• Supports the Manager, Digital Strategies and Services with creating and updating training materials, policies, and procedures related to digital services and technologies, including manuals, videos, and LMS content.
• Administers monthly cybersecurity training modules; monitors staff completion reports and sends reminders as needed.
• Supports the Manager, Digital Strategies and Services in preparing and delivering monthly information sessions, training, and refresher workshops for staff on various company systems and technologies to promote ongoing learning and effective system use.
• Supports the implementation of improved workflows and digital processes across the organization’s Office 365 environment and other platforms to enhance productivity.
• Performs quality assurance checks, such as periodic reviews of staff voicemail greetings, email signatures, and other digital touchpoints to ensure adherence to company standards.
• Coordinates orders for business cards, name tags, and other supplies.
• Supports the Manager, Digital Strategies and Services in exploring and implementing AI and automation initiatives that improve operational efficiency.
• Performs other duties as assigned to support the department’s goals and evolving priorities.

Requirements/Qualifications:

• Post-secondary degree or diploma in Technology or Business Administration is highly preferred, or an equivalent combination of education and experience in a related field is required.
• A minimum of 2 years’ directly related experience in a similar capacity, such as technology support, administrative, or operations support, is required.
• Tech-savvy and quick to learn new systems, including learning management systems (LMS), AI tools, and other technologies.
• Strong working knowledge of Office 365, including Outlook, Teams, SharePoint, and other related applications.
• Familiarity with Microsoft Power Platform tools (e.g., Power Automate, Power BI, CoPilot Studio) is considered a strong asset.
• Must be willing to travel to all company locations and other sites across the GTHA to perform essential duties.
• Commitment to customer service excellence and providing high-quality, solutions-focused support.
• Demonstrated critical thinking and problem-solving skills, with the ability to troubleshoot issues and identify process improvements.
• Exceptional attention to detail and accuracy in maintaining records, documentation, and inventory.
• Highly organized with strong time management skills and the ability to manage multiple priorities and meet deadlines independently.
• Prior experience working in a non-profit and/or in a mid-sized, service-based organization with multiple locations is considered an asset.
• Excellent verbal and written English communication skills, with the ability to build rapport and collaborate effectively with diverse internal and external stakeholders at all levels.
• High ethical standards, with a proven ability to maintain confidentiality and exercise tact, diplomacy, and sound judgment.
• Willingness and flexibility to occasionally work outside regular business hours to meet objectives.
• Demonstrated ability to remain flexible and resilient, adapting quickly to changing priorities while maintaining trust and positive working relationships.
• A collaborative team player with a positive attitude and a strong work ethic.