Job Description

Catholic Social Services is currently seeking 3 highly organized, detail-oriented, adaptable and service-focused Program Assistants, capable of managing multiple priorities in a dynamic environment, to provide contract full-time (40 hours/week) administrative and operational support to two new employment training programs: Ready to Serve (RTS) and Renewing Expertise, Navigating Upward (RENU).

This is an 18-month full-time contract position with possibility of extension. Job application closing date: September 30, 2026.

The Program Assistant provides administrative, operational, and program support to the RTS and RENU programs and plays a critical role in ensuring the smooth day-to-day operation of both programs by supporting participant services, staff, employer engagement activities, workshops, reporting requirements, data management, scheduling, and general program administration. This position therefore serves as a central point of coordination, helping staff deliver high-quality services while maintaining compliance with funder requirements and organizational standards.

Program Overview:

Ready to Serve (RTS)

A 16-week program prepares participants for employment in the food and service industries through employment readiness workshops, paid work-based learning, and follow-up support.

RENU Program

A 16-week program supports internationally trained professionals in Business Administration, IT, and Human Services through group learning, individualized coaching, and work-based learning.

Key Responsibilities

• Provide day-to-day comprehensive administrative support for RTS and RENU program operations.
• Maintain participant files and ensure documentation is complete, accurate, and compliant with funder requirements.
• Ensure confidentiality, security, and integrity of client, program, and organizational information.
• Maintain accurate electronic and physical records in accordance with organizational policies.
• Organize and manage program files, databases, tracking tools and reporting systems.
• Support audit preparation and file reviews.
• Coordinate participant intake appointments, assessments, orientations, workshops, and follow-up meetings.
• Serve as a welcoming first point of contact for participants, employers, and community partners.
• Assist participants with completing forms, applications and program documentation.
• Ensure participants receive timely information regarding program activities and opportunities.
• Assist with the preparation of program materials, forms, participant packages, attendance records, and workshop resources.
• Coordinate meetings, training sessions, workshops, and stakeholder engagements.
• Monitor action items and follow up on outstanding tasks deadlines.
• Support the scheduling of interview, employer meetings, networking events, and practicum placements.
• Assist the Job Developer and Outreach Coordinator in coordinating employer meetings and networking events.
• Maintain employer contact databases and partnership records.
• Coordinate practicum documentation and placement paperwork.
• Assist with the preparation and monitoring of invoices, purchase requests, and expense tracking.
• Monitor inventory and order supplies as required.
• Maintain accurate and up-to-date participant records in company’s CRM and in COMPASS.
• Perform other related duties consistent with the scope, level, and intent of the Program Assistant position.

What This Job Requires:

• Diploma or certificate in Business Administration, Office Administration, Public Administration, Project Management, Human Services, or related field.
• Minimum of 2 years of administrative, program support, or related experience.
• Experience serving diverse, multicultural, and underrepresented populations in workforce development and employment services.
• Ability to maintain confidentiality and handle sensitive participant information with professionalism and discretion.
• Experience with records management, and reporting.
• Equivalent combinations of education and experience may be considered.

Police Information Check including vulnerable sector search, Intervention Record Check and/ or summary of driving record are conditions of employment and the financial responsibility of the candidate.

Skills & Competencies

• Exceptional organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage competing priorities and deadlines.
• Ability to communicate effectively with participants, employers, staff, and community partners.
• Proficiency with Microsoft Office Suite, and experience with databases, case management systems, or participant tracking software.
• Professional and courteous customer service approach.
• Commitment to equity, diversity, inclusion, and trauma-informed practice.

Working Conditions:

• Primarily office-based with occasional community engagement activities.
• Combination of independent work and collaboration with program staff.
• Frequent interaction with participants, employers and community partners
• Prolonged periods of computer and administrative work.
• Occasional evening and weekend work may be required to support participant engagement activities and events.

What We Offer

• The salary for this position is $49,402 to $55,624 based on qualifications and experience.
• We offer flexibility and supportive working environment.
• Comprehensive benefit options when eligible.
• Work within a highly collaborative, team-oriented organization, where your ideas are heard, and you can see your impact daily.
• Growth Opportunities: apply and grow your skills within a dynamic, innovative and expanding Agency that is taking a leadership role in our industry.

About Catholic Social Services:

You will be joining an established Agency that is guided by faith to care for and bring hope to people in need with humility, compassion, and respect.

With 65 years of service delivery experience, Catholic Social Services is one of the largest multi-function social services agencies in Canada, with nearly 2000 staff, and hundreds of volunteers delivering over 100 different programs to people in need throughout Central Alberta and Edmonton.

Our values are at the core of everything we do!

• Humility: We acknowledge with gratitude our human abilities and limitations. We demonstrate humility by doing the best that we can with the resources that we have.
• Compassion: We respond to people in need with love. We demonstrate our compassion by caring for people without judgment and without condition.
• Respect: We demonstrate our respect by being personally present, open and attentive to those we care for and by honouring their dignity and freedom.

We thank all applicants. Only candidates selected for an interview will be contacted.

Catholic Social Services is committed to fostering a diverse and representative workforce. In an effort to enrich our agency and reflect the communities we serve, we welcome applications from qualified individuals of all diverse groups and backgrounds.