Job Description

ABOUT US

Springboard's mission is to build stronger communities by helping youth and adults develop the skills they need to reach their full potential. As a charitable organization, we deliver innovative, professional and diverse programming by establishing partnerships between our clients and their community. Springboard's program areas include community justice, employment, developmental services, youth justice, Weed out The Risk and The Community Learning HUB.



WHO WE ARE

People are at the centre of everything we do. We foster opportunities for skills development, personal growth and social interaction. We also actively promote work/life balance and mental health supports. We foster communication across the agency, from our Town Halls to our quarterly Springboard orientations. We are a learning organization and our people have the opportunity to provide feedback into all areas of the organization.

We have an active Employee Engagement Committee that focuses on connecting staff through communication, a rewards and recognition program, career development initiatives and of course, social and team building opportunities. Springboard offers a comprehensive benefits package for full time, permanent staff and, for all permanent positions, a savings plan that helps support our people in all aspects of their lives.



THE OPPORTUNITY



Job Class

Non-Union



Department

Employment Services



Location

3195 Sheppard Ave E, Toronto ON (Scarborough)



Status

Full-time, Contract (3-Month Contract)



Pay Rate

$50,536.62 annually



Vacancy Number

EMP-NU25-49



Number of vacancies

1



Available

Immediately



Hours/Shifts

Monday to Friday, 8-hour shifts 9:00 AM - 5:00 PM (five days per week in-office), based on operational needs. Schedules are subject to change to meet departmental needs.



The IES program provides tailored support for individuals facing barriers to employment, helping them achieve meaningful, long-term outcomes. By addressing the unique challenges of each client, we create pathways to sustainable employment that transform lives and strengthen communities.

This is role requires attendance five days a week to support team operations, clients, and on-site activities. The position is also technology-driven, requiring strong digital skills to effectively use case management systems and tools for efficient program delivery.



KEY RESPONSIBILITIES



Front Desk Operations and Client Interaction

Serve as the first point of contact for clients, greeting them warmly and ensuring adherence to health and safety protocols. Answer and transfer calls, emails, and inquiries promptly, addressing or directing them to appropriate resources during the initial contact. Conduct outreach calls to engage clients, promote programs, and collect essential information to support service delivery. Maintain a professional, safe and welcoming front desk environment that upholds the organization's reputation for exceptional service.

Data & Reporting

Maintain and update client records accurately and promptly in EOIS-CaMS and internal tracking tools. Support staff by gathering and uploading required documentation, including resumes and signed consent forms. Assist with preparation of reports on client intake trends, registration numbers, inclusion groups, and service stream segmentation as needed by supervisors or funders.

Customer Service and Community Engagement

Provide exceptional customer service to clients, employers, community partners, and stakeholders, fostering positive interactions and satisfaction. Actively connect with community partners to explore and establish collaborations that expand service offerings. Act as a liaison between clients, team members, and external partners to ensure seamless communication and effective service delivery.

Administrative Operations and Data Management

Maintain accurate and organized records of client interactions, referrals, and service outcomes in case management systems (e.g., CaMS, other CRMs, etc.). Manage high-volume file systems, ensuring documentation is current, accurate, and accessible. Oversee incoming and outgoing correspondence, mail distribution, and office supply inventory to support smooth operations. Perform financial support tasks such as preparing invoices, processing purchase orders, and assisting with financial reporting. Support People Leaders and team members with scheduling, meeting preparation, and other administrative tasks as needed.

Program Support and Results Tracking

Assist with client registration processes and check-ins, ensuring accurate data collection and reporting. Coordinate scheduling and follow-ups for client workshops, job fairs, and networking events. Support with creating training materials, presentations, and event-related documents to ensure effective program delivery. Monitor program metrics, such as attendance, service outcomes, and client feedback, providing timely updates to People Leaders. Support with regular quality checks on service delivery and documentation to uphold organizational standards.

Event Planning and Coordination

Assist in planning, promoting, and executing events, including job fairs, roundtable discussions, workshops, DEI initiatives, team-building activities, and events to foster an inclusive workplace culture. Manage event logistics, including participant registration, materials preparation, and on-site support to ensure successful execution. Liaise with employers and service providers during events to strengthen program outreach and build connections. Manage boardroom bookings, including scheduling meetings, preparing the space, and ensuring necessary equipment and materials are available for use.

Problem-Solving and Client Support

Proactively address client inquiries or complaints, escalating complex issues to appropriate team members or People Leaders as needed. Identify and resolve client or service-related challenges, ensuring a smooth operational flow.

Event and Partnership Facilitation

Plan and support the execution of events that align with program goals, Track event outcomes, such as participation rates and follow-ups, to measure success and refine future event strategies.

Support Fund Development

Assist in fund development activities, including preparing materials for funding proposals, tracking donor engagement, and supporting grant reporting requirements. Research and identify potential funding opportunities to enhance program resources and reach.

Minute Taking and Meeting Support

Prepare for meetings by reviewing agendas and ensuring required materials are available in advance. Accurately record minutes during meetings, capturing key discussion points, decisions, and action items. Organize and distribute meeting minutes promptly to relevant stakeholders for review and follow-up. Maintain an archive of meeting records for easy reference and ensure alignment with organizational documentation standards.

Office Technology and Equipment Maintenance

Operate and maintain office equipment, including printers, photocopiers, and stamping machines, ensuring they are in proper working condition. Liaise with external vendors and service providers for repairs, maintenance, and technical support for office technology. Monitor and manage inventory of office supplies, including ink, paper, and other consumables, placing orders as needed to ensure uninterrupted operations. Troubleshoot minor technical issues with office equipment and coordinate timely resolution of more complex problems with external vendors. Provide support to team members in using office technology efficiently, offering guidance and troubleshooting assistance when necessary.

Workplace Expectations, Professionalism, and Compliance

Participate in training as directed by People Leader. Maintain professionalism and always adhere to workplace policies, ensuring focus and productivity in all environments. Adhere to the organization's business casual dress code during work hours, whether onsite, online, or when working offsite. Maintain an on-camera presence during virtual meetings. Be available to work five in-office days per week. In-person attendance is a mandatory requirement of the role and cannot be accommodated for remote work on these days. Travel within the GTA as needed to support operational requirements. Flexibility to work evenings and weekends when needed. Perform additional tasks as required to support organizational needs, and program delivery.

Requirements:

QUALIFICATIONS & SKILLS

Post-secondary certificate/diploma/degree in a relevant field (e.g., business administration, office management, or a related discipline). 2+ years of experience in administrative support or office management, particularly in a customer service or program-focused environment. Experience in supporting workshops, events, or coordination. Strong ability to manage front desk operations, including answering calls, responding to inquiries, and ensuring professional interactions. Proven organizational skills to handle high-volume file management, scheduling, and multi-tasking in a fast-paced environment. Exceptional interpersonal skills with the ability to engage with clients, employers, and community partners empathetically. Strong written and verbal communication abilities for clear and efficient correspondence, reports, and presentations. Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint) and communication platforms like Outlook and Microsoft Teams. Experience using digital tools such as case management systems (e.g., CaMS, SharePoint) for scheduling, data management, and reporting. Attention to detail in maintaining accurate, thorough records of client interactions, service referrals, and program activities. Skilled in preparing reports, tracking outcomes, and meeting compliance standards effectively. Demonstrated ability to prioritize competing demands and meet deadlines while delivering high-quality results. Flexibility to adapt to changing tasks and schedules to meet operational needs. Experience in coordinating workshops, job fairs, and community events, ensuring smooth logistical execution and engagement. Ability to support People Leaders in planning and promoting events aligned with operational goals. Adept at identifying challenges and providing practical solutions to ensure smooth operations. Commitment to fostering collaboration within a team to maintain alignment and mutual support.

Preferred Qualifications

Experience in employment services or community programs, and their operational requirements. Multilingual skills (e.g., Spanish, Mandarin, Russian, Arabic, etc.) to better support a diverse client base. Basic accounting or financial reporting skills to support invoice processing and financial statement preparation. First Aid/CPR certification.

APPLY

Thank you for your interest in working with Springboard.

Completion of satisfactory, professional references, and proof of education are requirements of employment.

The Deadline for Applications is until filled. Please submit your cover letter and resume in a single document.



No phone calls please. Only those selected for an interview will be contacted.



We value the unique skills and experiences each individual brings to the organization and we are committed to creating and maintaining an inclusive and accessible environment for everyone. Applications are encouraged from those who reflect the diversity of our community and we will work with you to provide a positive recruitment experience. Please let us know if you require accommodation during the recruitment and selection process.