Intake and Administration Specialist

About this position

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 seven locations, we now help thousands of people each year successfully accomplish their employment goals. Our team of dedicated professionals have 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 Employee & Family Assistance program
• An RRSP Matching plan
• A Wellness program

Program & Role Description: The Ontario Home Builders’ Job-Ready Program provides job seekers with entry-level practical skills training and experience that prepares them for work in the construction industry. In addition to hands-on industry training, participants are provided with entry-level skills training, a paid job placement, and ongoing retention support to ensure their long-term success in the construction field. Paid work placements take place with employers located throughout Ontario. The Career Foundation delivers the Ontario Home Builders’ Job-Ready Program on behalf of and in partnership with, the Ontario Home Builders’ Association (OHBA). The program is made possible by EnerQuality Corporation, with funding provided by the Ministry of Labour, Immigration, Training and Skills Development.

The Intake and Administration Specialists are integral members of the team, responsible for recruiting eligible and suitable participants into the program, conducting ongoing information sessions to promote the program, administering and maintaining essential documents, providing pre-employment coaching and support services to participants, and other important functions.

Position Type: Full-time (37.5 hours per week), one-year contract with strong potential to lead to permanent employment

Reporting to: Construction Program Coordinator and Pre-Employment Trainer

Location & Requirements: This opportunity is currently structured as a hybrid-remote position comprised of on-site work at The Career Foundation’s Yonge and St. Clair office as well as other sites, when needed, and remote-based, work-from-home functions. The hybrid-remote schedule is based upon operational needs and contingent on the successful candidate possessing a private work-from-home space with reliable, high-speed internet. Option to work fully on-site from the office, if preferred, is also available. Company laptop and other equipment provided.

Number of positions: 1

Responsibilities include, but are not limited to, the following:

Participant Intake and Administration

• Maintains and utilizes a multi-channel recruitment plan to attract eligible candidates into the program, in collaboration with the Program Coordinator and partners.  
• Conducts program information sessions for potential participants, ensuring that attendees have a clear understanding of the program, including its benefits, time commitment, and eligibility requirements.
• Administers eligibility pre-screening and conducts interviews with potential program participants, ensuring that participants selected for the program meet all eligibility requirements and are suitable matches for the types of entry-level job placements within construction that the program is intended to provide.
• Ensures that the necessary number of participants are enrolled in and start the program based on the program’s ongoing schedule. 
• Attends meetings within the community, both virtually and in-person, to promote the program and develop relationships for referrals.  
• Sources and arranges guest speakers from the construction industry to participate in meetings as needed.

Pre-Employment Support, Job Placement Coaching, and Administration

• Provides job-readiness coaching to program participants that is tailored to the job opportunities and companies that the program is matching them with. 
• Identifies and confirms program participants’ personal protective equipment (PPE) needs and coordinates purchases and deliveries on time for their job placements.
• Facilitates the delivery of online training modules to prepare and support program participants to successfully complete all stages of the program.
• Provides program participants with referrals to specialized community services as appropriate.
• Works with participants and employers to complete required documents, including registration and training placement forms, and conducts follow-ups as needed to ensure that required documents are submitted on time.
• Supports the team’s Skilled Trades Employment Services and Placement Specialists to secure job placement leads for participants within the construction industry.
• Works with the team’s Job Retention Specialist as necessary to ensure that participants reach the completion of their work placements.
• Works in collaboration with fellow team members to facilitate the replacement of program participants in job placements, when necessary.
• Provides program participants with outplacement services to facilitate further education and/or continued employment upon their completion of the program.  
• Other related duties as assigned.

Qualifications/ Skills Required

• Post-secondary degree or diploma in human services, administration, or a related field is preferred, or an equivalent combination of education and experience, is required.
• A minimum of 2 years’ work experience that is directly transferrable to the duties of the position is required. Candidates who possess vocational counselling or job placement experience will be prioritized.
• Proven track record in a results-driven environment and solid experience in meeting or exceeding targets is required. Must be results-driven in nature and capable of achieving program goals. 
• Must possess strong rapport building skills and a high level of patience, professionalism, and flexibility to help ensure that program participants achieve successful outcomes.  
• A positive, client-centered attitude with a high level of respect for the diversity of the people served.
• Exceptional customer service skills and ability to uphold the organization’s service standards, policies, and core values.
• Excellent verbal and written English communication skills with ability to clearly communicate information verbally and in writing.
• Outstanding organizational skills, time management, and ability to multi-task in order to meet deadlines and achieve objectives.
• Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel), as well as Zoom and Outlook 365 applications, including Teams and SharePoint. Must possess aptitude and willingness to learn and work with new online systems and technologies.
• Ability to maintain sensitive information, exhibit tact, diplomacy, and good judgment, with high standards of professionalism, ethics and confidentiality when facing challenging situations.
• Willingness and flexibility to work outside of normal business hours, if needed, to support program participants in real-time.
• Flexible team player with a positive attitude and willingness to take initiative to lend assistance where needed to ensure that the team is successful in meeting all objectives. 

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.