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
Program and Role Description:
The Career Foundation’s Disability Employment Services program is dedicated to supporting job seekers accessing the Ontario government’sOntario Disability Support Program (ODSP). Our program offers comprehensive services to these job seekers, including job search assistance, job matching and placement, job coaching, retention support, and more. Employers committed to inclusive hiring can also benefit from our tailored services, such as direct access to skilled job seekers with disabilities, assistance in organizing and hosting community hiring events, and guidance on effectively onboarding and coaching new hires to ensure long-term job retention.
As the ODSP Employment Services Project Assistant, you will play a key role in supporting the operations of the program, which focuses on helping ODSP clients secure meaningful employment and sustain it for 12 months post-placement. Acting as the first point of contact for clients, you will build positive relationships from the start. Your responsibilities will include screening clients, scheduling intake appointments, managing appointment calendars, and maintaining a low client no-show rate. You will handle key administrative tasks such as data entry into CRM systems, processing claims, maintaining filing systems, and tracking statistics. Additionally, you will assist your fellow team members in disability case management, group workshops, job coaching, community and employer outreach, job development, and retention.
Position Type:
- Part-time: 24 hours per week, one-year contract with excellent potential to lead to permanent
Work Schedule:
- Tuesdays, Wednesdays, and Thursdays, 8:30 a.m. to 5 p.m.
Base Location and Travel Requirements:
- The base office location for this opportunity is The Career Foundation’s York office, located at Weston Rd. & Lawrence Ave. W. The successful candidate must be willing to work from our York office and possess a valid Ontario G driver’s licence and a reliable vehicle for travel to other offices, community outreach, client and employer engagement, and other essential job functions that require local travel within the communities served. A company laptop and other equipment are provided.
Background Check Requirement:
- An offer of employment for this opportunity will be contingent on the incumbent providing a Criminal Record and Judicial Matters Check (CRJMC), also known as a Level 2 Check.
Reporting to:
- Team Lead, ODSP Employment Services & Placement Specialist
Responsibilities include:
Customer Service
- Delivers an exceptional client experience from the first interaction, fostering a welcoming environment where clients feel valued and eager to participate in the services.
- Provides exceptional customer service to clients at front-desk reception, including greeting walk-in and scheduled clients upon their arrival and providing full assistance with the registration and check-in process.
- Reviews and processes client referrals from various sources in the Employment Ontario Information System (EOIS) and online CRM databases, ensuring compliance with engagement standards and booking protocols.
- Manages online appointment calendars, scheduling an adequate number of client intakes for the team.
- Facilitates initial eligibility screening for clients and prepares proper documentation.
- Receives incoming calls, provides program information to callers, and redirects calls to appropriate extensions.
- Responds to voicemail messages and emails from clients, partners, suppliers, and other parties, in accordance with The Career Foundation’s customer service standards.
- Provides clients with general job search resources and relevant information and support, such as assistance with creating new email accounts for job search purposes, navigating online web forms, and other support services.
- Assists clients with general troubleshooting as needed in the office’s Resource and Information Area.
- Maintains the office’s job posting board, meeting rooms, and other shared spaces.
- Assists with the preparation and facilitation of events at the organization, including open houses, job fairs, and other events.
- Assists in scheduling new clients for assessments and workshops.
- Communicates with partners to maintain effective referral and reporting relationships.
- Monitors and responds to live messages submitted via The Career Foundation’s website chat function on a rotational schedule.
- Supports the Team Lead with onboarding volunteers.
- Performs other relevant duties as assigned.
Administration
- Processes and submits approved financial claims for client supports and employer placement incentives in the online CRM systems.
- Tracks program deliverables and results through the CRM systems and assists the Team Lead to prepare reports.
- Enters client data into online reporting systems and trackers with total accuracy.
- Assesses online reports and cross-references statistics with internal trackers.
- Updates client data and service histories in online systems to reflect services received.
- Assists with assembling and auditing hardcopy and electronic client files according to The Career Foundation’s audit standards.
- Communicates with staff members for pending data required for client files from their caseloads and ensures that subsequent information obtained is updated on file.
- Completes file checklists to ensure that all files are ready for funder audits.
- Performs the full process required for client file closures, including data verification, binding, and filing.
- Organizes and maintains physical and electronic filing systems.
- Prepares financial claims utilizing Power BI, Microsoft Excel, and other software, ensuring timely entries into trackers and systems.
- Creates reports for management on statistics, expenditures, and program targets.
- Performs other relevant duties as assigned.
Program Support, Outreach, and Engagement
- Provides support and collaborates with team members in managing disability cases.
- Assists with group workshops, job coaching, and retention strategies to help clients succeed.
- Supports community and employer outreach efforts to expand opportunities for clients.
- Arranges for disability support equipment or tools as needed for client success.
- Conducts outreach to clients and employers to build relationships and secure placement opportunities for clients.
- Assists with job development, placement, and retention initiatives.
- Performs other relevant duties as assigned.
Qualifications/ Skills Required:
- Post-secondary diploma or degree in administration or a related field is highly preferred, or an equivalent combination of education and experience is required.
- A minimum of 2 years of direct experience in an administrative and customer service capacity with a proven ability to multitask.
- Prior related experience within the employment services industry is considered an essential asset.
- Outstanding customer service skills with a professional, warm, and friendly attitude in all interactions with clients, fellow staff members, and other stakeholders, and a high level of respect for the diversity of people served.
- Must possess excellent detail orientation and organizational skills to perform essential data entry duties without error.
- Must be willing to work from The Career Foundation’s York office (Weston Rd. & Lawrence Ave. W.) and possess a valid Ontario G driver’s licence and a reliable vehicle for travel between offices, community outreach, client and employer engagement, and other essential job functions that require local travel within the communities served.
- Proven track record in a results-driven environment and experience with meeting deadlines and assigned targets.
- High ethics and confidentiality standards with proven experience maintaining sensitive information and exhibiting tact, diplomacy, and good judgment.
- Excellent verbal and written English communication skills and ability to clearly communicate information. Fluency in a second language is considered an asset.
- Advanced proficiency in Microsoft Excel, Outlook 365 applications, including MS Teams and SharePoint.
- Knowledge of Power BI is an asset.
- Must possess aptitude and willingness to learn and work with new online systems and technology.
- Flexibility to occasionally work outside regularly scheduled hours when required to ensure the team meets all objectives.
- Dedicated work ethic with a positive and client-centered approach to work.
Note: As outlined earlier in the posting, an offer of employment for this opportunity will be contingent on the incumbent providing a Criminal Record and Judicial Matters Check (CRJMC), also known as a Level 2 Check.
How to Apply:
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.
#workwithus
Job Type: Part-time
Expected hours: 24 per week
Benefits:
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
- Wellness program
Application question(s):
- Do you possess related experience to the requirements outlined on the job posting, including direct experience in an administrative and customer service capacity with a proven ability to multitask?
- As outlined in the job posting, this opportunity is a part-time position of 24 hours per week, with a work schedule of Tuesdays, Wednesdays, and Thursdays from 8:30 a.m. to 5 p.m. Are you seeking part-time employment, and are you available to work this required schedule?
- This opportunity requires the successful candidate to work from our York office, located at Weston Rd. & Lawrence Ave. W., and to possess a valid Ontario G driver’s licence and a reliable vehicle for travel to other offices, community outreach, client and employer engagement, and other essential job functions. Are you willing to work from our York office, and do you possess a valid Ontario G driver’s licence and reliable vehicle?
Work Location: In person
