Administrative Coordinator- Pre-Apprenticeship

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Position: Administrative Coordinator- Pre-Apprenticeship
Location: Taggart Family Y, 180 Argyle Ave., Ottawa
Type: Full-Time Permanent
Preferred start date: Monday, Jun 14, 2021
Closing date: Saturday, Jun 12, 2021


As one of the largest charitable community service organizations in Canada, the YMCA-YWCA of the National Capital Region responds to critical social needs in the community and works to provide solutions. Serving more than 90,000 children, youth, and adults across our region annually, we are committed to promoting healthy living and fostering social responsibility within the community. This position requires a commitment to the Y mission and core values of responsibility, honesty, caring, and respect, which form the foundation of all Y programs and services.

Nature and Scope

As a part of the Strategic Service Unit of Housing, Employment & Newcomer Services at the YMCA-YWCA of the National Capital Region, the Pre-Apprenticeship Training Programs provides support to individuals wishing to pursue employment and apprenticeship in the sectors of Home Renovation/Carpentry or Horticulture Technician.

The Administrative Coordinator will work as part of the team that provides employment services to Ontarians with a focus on immigrants and newcomers to Canada. Reporting to the Director and Senior Director, the Administrative Coordinator is responsible for the collection and entry of client and employer data for various employment programming. As part of a team, they will assist in meeting the strategic achievement of all desired outcomes and targets by supporting closure of service plan and responding to client inquiries on program specifics. The successful candidate will demonstrate personal commitment to and understanding of the Y's mission, vision, values and participant outcomes.

Some of the tasks of this position include:

  • Responsible for the execution of monthly contacts and follow up communications with exited clientele and enter outcomes into database based on ministry standards
  • Ensures monthly and quarterly data entry targets and ministry database/confidentiality requirements are met
  • Inputs Intake, assessment and development of job search activities and referral to in-house or external programming into database
  • Monitors information submitted in client files to ensure accuracy and consistency
  • Prepares all statistical and required reports and appropriate file documentation as requested by management
  • Implement procedures for operation of programs within the guidelines and contractual obligations
  • Works with staff and manager to resolve any issues relating to the program
  • Identifies ways of making improvements to the program for more effective service delivery
  • Provides follow up support to program participants who have completed the program
  • Maintains accurate case notes, reports and statistical information
  • Ensures ministry documentation is understood and signed by all parties involved
  • Determines appropriate referrals have been made to assisted services through the EOES framework and reports discrepancies to management
  • Represents Employment Access Centre at community tables as required.

Core Competencies

Organizational Awareness and Understanding: Demonstrates and promotes a personal understanding of and appreciation for the vision, mission and values of the National Capital Region YMCA-YWCA.

Leadership, Planning and Organization: Ability to motivate and inspire self and others to take action to achieve desired outcomes, identify and secure resources necessary to accomplish organizational goals, and establish a clearly defined and effective course of action for self and others to accomplish short and long term work goals.

Problem Solving: Ability to identify and issue, gather and process relevant information, determine possible solutions, select appropriate responses and implement and evaluate them.

Communication, Teamwork, and Interpersonal Skills: Ability to speak, write, listen and secure information in a variety of settings, ability to cooperate with others to achieve results, participates actively in a team for program quality and effectiveness, and ability to create and build relationships inside and outside the organization.

Empathy: Ability to walk in another’s shoes, familiarity and comfort with issues, concerns and lifestyles of the program target groups, win the trust and confidence of people, and accept diversity.

Coaching and Development: Ability to commit to assisting participants, volunteers and staff in continuous learning and development, shares knowledge and experience, listens, hears and responds to participants.

Self-Management: Ability to work independently within prescribed parameters, discern the relevance of issues and communicate them effectively to program and administrative supervisors.

Diversity: Appreciates that people with different opinions, backgrounds and characteristics bring richness to the challenge or situation a hand.


  • Strong communication skills, both written and verbal
  • Fluent in both official languages, oral and written is an asset
  • Post-secondary degree or diploma in a related educational field
  • Experience in administration, information and referral services, needs assessment and employment services
  • Related experience might include: Administration, Data Entry, Teaching and Training Adults Certification, Diploma or Developmental Services Worker Diploma
  • Experience with diverse individuals and employers in an employment context
  • Advanced computer skills; use of databases, MS suite
  • Advanced organization skills with the ability to work in collaboration with multiple team members at one time
  • Ability to manage time and meet tight deadlines
  • Ability to be flexible, adaptable and multi-task in high demand environment
  • High degree of independence and initiative within a team environment
  • Proven responsibility to coordinate tasks and work as part of a team
  • Superior problem solving and creative skills
  • strong client focus and service orientation
  • Ensures positive, professional communication with management and colleagues on an ongoing basis, and responds promptly to all requests, queries and concerns


  • Applicants must already have a valid permit to work in Canada.
  • Must provide a Criminal Reference Check, not older than 6 months, as per Association policy
  • Annually all staff must complete the mandatory training for the Protecting Children, Youth, and Vulnerable Persons, and submit the certificate of completion

How to Apply

Cover letter and resume must be submitted no later than the closing date to the YMCA-YWCA of the National Capital Region, Attn: Daniela Renderos, hiring manager:

Please use the position title as the subject line in your application e-mail.

All internal applicants must inform their supervisors of their intention to apply for the position.

The YMCA-YWCA of the National Capital Region is committed to being an Equal Opportunity Employer. Please advise in advance if you require any accommodation during the application or selection process. We believe all people have the right to live free from discrimination or harassment of any kind. Any information you send us will be handled respectfully and in complete confidence.

The YMCA-YWCA of the National Capital Region is committed to providing a safe environment for children. Candidates will be thoroughly screened using background checks and a review process.

Thank you for your interest. Only those selected for further consideration will be contacted.

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