Literacy Council York-Simcoe

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Program Assistant

Nov 02, 2018
Newmarket, Ontario
Early Career

Skills Upgrading Centre - Literacy Council York-Simcoe (LCYS)  is a non-profit charitable organization with more than 30 years’ experience providing adults with the opportunity, tutoring, training, and tools to improve their reading, writing, numeracy, computer, employability and life skills.


Job Description

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 has a passion for helping people succeed. This person will be able to work collaboratively, is highly organized, flexible, thrives in a multi task environment and has a welcoming demeanor.



  1. Provide reception support and be the first point of contact for participants, volunteers and the public.
  2. Answer the telephone and maintain the telephone system, schedule appointments/transportation, coordinate meetings and respond to inquiries in a professional and timely manner.
  3. Provide administrative and office support (prepare bank deposits, manage petty cash, collect and distribute mail, maintain kitchen and program stationary resources)
  4. Coordinate inspections, repairs and maintenance of the office.
  5. Maintain and develop program documentation, databases, google forms, spreadsheets, inventories and office signs.
  6. Maintain electronic and paper records for the organization in an organized and efficient manner.
  7. Provide extensive administrative and planning for all community and in-office events.
  8. Plan and organize the Annual General Meeting (invitations, announcements, secure and coordinate  caterers, speakers and arrange awards/gifts)
  9. Coordinate volunteer recruitment, registration, initial screening, training and recognition program.
  10. Coordinate and maintain the organization’s membership program (renewals and updating databases).
  11. Perform participant registrations and evaluations, print certificates, provide referrals and input data.
  12. Collect information for program evaluation and follow-up.
  13. Create digital content for use on website, social media and other platforms.
  14. Develop and maintain a social media calendar, planning and scheduling posts all social media channels
  15. Work with digital reporting/analytics to measure the impact of online marketing efforts
  16. Design and create internal and external communication and marketing materials and distribute though various methods (e.g. Mailchimp, post etc.)
  17. Assist with developing and implementing all marketing and fundraising strategies.
  18. Liaise with community, regional and provincial groups, agencies and the media to develop and maintain relationships and promote community awareness.
  19. Assist with identifying sources of funding and drafting letters and proposals.
  20. Compose thank you letters to donors and administer donation receipts process.
  21. Participate in health and safety initiatives and perform administrative functions to ensure compliance.



  • Post-Secondary Education in Business Administration or related field
  • 3-5 years of office experience in an administrative role
  • Excellent administrative experience
  • Excellent communication skills both written and verbal and excellent presentation skills.
  • Excellent interpersonal skills with ability to provide friendly, courteous, reliable customer support and the ability to build and cultivate relationships with donors, volunteers, participants and staff.  
  • Demonstrated experience in working with adults in a learning environment an asset
  • Self-motivated, organized, creative, resourceful, flexible, the ability to work with a team and independently.
  • Excellent skills in a windows based environment, using MS Office (Word, Excel, Outlook, Access, Publisher, and PowerPoint) Adobe, and has the ability to navigate the internet, use google forms and dropbox.
  • Experienced in website maintenance, social media and digital technologies including planning and creating content.
  • Knowledge and experience in social media measurement tools.
  • Ability to effectively organize and manage multiple detailed tasks within deadline and adapt to competing and changing priorities
  • Previous experience with special events, fundraising, volunteer services and non-profit work environment preferred
  • The successful candidate must undergo a criminal reference check.
  • The successful candidate must work a least one evening a week and some weekends.
  • Valid Class “G” Driver’s License and reliable vehicle required to run errands and attend meetings and events.


Interested candidates:

Please email your cover letter and résumé to Trisha Patrick, Executive Director at with “Program Assistant” in the subject line. Literacy Council York-Simcoe is an equal opportunity employer.

No phone calls please. We thank all those who apply and advise that only those selected for further consideration will be contacted.

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