Program Assistant (2025-534-CC)

Job Description

Job Description

Job Description

Competition # 2025-534-CCProgram Assistant (2025-534-CC)Employment Type:(6-month Contract), Contract Hourly, Bargaining Unit ( 1 Vacancy)  Work Hours:35 hours/week (M-F 9am-5pm)Work Setting:Onsite – 1430 Gerrard Street EastSalary:$28.12/hourApplication Deadline:December 23, 2025 by 11:59 pm
Who We Are
WoodGreen is a team of diverse and innovative change makers working together to make a difference in our  communities.  A United Way Anchor Agency with a proven track record and an entrepreneurial mindset, we continuously seek to develop solutions to critical social needs while striving to become a Centre for Equity.
Visit www.woodgreen.org to learn more about who we are and to review our Equity Statement.

We are committed to building an inclusive and diverse workforce, representative of the communities we serve. We encourage, and are pleased to consider, applications from Indigenous peoples, racialized persons/persons of colour, women/women identifying, persons with disabilities, 2SLGBTQIA+ persons, and others who contribute towards promoting innovative ideas and solutions.
 

Program Overview – Food & Transportation Programs
The Program Assistant, Food and Transportation Programs, provides essential administrative and operational support to ensure the smooth functioning of the Meals on Wheels program. This role involves the ordering of hot and frozen meals for clients, managing client data, coordinating volunteer schedules, assisting with billing and reporting, supporting communication between clients, volunteers, and staff, and providing direct support with meal deliveries and distribution activities.

What You Will Do

• Take and process orders for hot and frozen meals from clients and place orders with suppliers in a timely manner
• Maintain accurate and up-to-date client records, including intake, assessments, and service changes.
• Process client applications, subsidy requests, and eligibility documentation in accordance with program policies.
• Manage volunteer databases, including recruitment, training schedules, and availability tracking.
• Coordinate volunteer delivery routes and communicate schedules effectively.
• Assist in preparing program reports, statistics, and documentation for internal use and external audits.
• Serve as a point of contact for clients, volunteers, and staff regarding scheduling, service inquiries, and general program information.
• Respond promptly and professionally to client and volunteer concerns, escalating issues to the appropriate persons when necessary.
• Support communication efforts including reminders, updates, and outreach initiatives.
• Assist with invoicing, fee collection, receipting, and maintaining accurate financial records related to the Meals on Wheels program.
• Follow up on outstanding client accounts in accordance with agency policies.
• Coordinate with food suppliers and delivery teams to ensure accurate meal counts and timely dispatch.
• Support the logistical planning of meal delivery routes alongside program staff.
• Attend distribution sites to assist with volunteer send-off activities and ensure smooth dispatch of meals.
• Deliver meals directly to clients when volunteers are unavailable, driving agency vehicles as needed.
• Assist with the cleaning and sanitizing of Meals on Wheels delivery bags to maintain hygiene standards.
• Assist with the maintenance and inventory tracking of program equipment and supplies.
• Ensure data confidentiality and compliance with privacy regulations.
• Support quality assurance activities, including client satisfaction surveys and incident reporting.
• Participate in regular team meetings and training sessions to stay current with program protocols.
• Upholds the organization’s anti-racism objectives
• Performs other related duties as assigned.

What You Bring to the Team

• Post-secondary education or a diploma in Office Administration, Social Services, or a related field preferred
• Previous experience in administrative roles, preferably within community services or health care settings.
• Basic understanding of client service principles and volunteer coordination.
• Proficiency with Microsoft Office and database management systems.
• Valid Class G or higher driver’s license and clean driving record required for operating the fleet.
• Knowledge of safe food handling, contamination prevention, and temperature control procedures.

What Will Set You Apart

• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Attention to detail and accuracy in data entry and record-keeping.
• Ability to handle sensitive information with discretion and professionalism.
• Customer-service oriented with a patient and empathetic approach.
• Ability to work independently and collaboratively in a team environment.
• Comfortable using technology and learning new software tools.
• Physically capable of loading and unloading meal containers and equipment as needed.
• Flexible availability, including evenings and weekends as assigned
• Ability to sit for extended periods and perform computer-based tasks.
• Physically able to lift to 25–35 lbs., walk stairs, and carry insulated delivery bags. Ability to push trolleys with coolers weighing approximately 80 lbs.
• Ability to drive agency vehicles safely to deliver meals.
• Ability to clean and sanitize delivery bags and equipment regularly to meet hygiene standards.
• Ability to maintain all aspects of client confidentiality.

Why You’ll Want to Work With Us
At WoodGreen you will be part of an incredible team that does amazing things for our community.
We offer:

• Benefits: Health/dental/wellness benefits and group RRSP/Pension programs, for eligible employees
• Growth: In-house training & development programs and professional development opportunities
• Rewards: Peer and organizational recognition and awards
• Flexibility: Hybrid working models, where applicable
• Diversity: Commitment to creating an inclusive organization that embraces diversity and belonging
• Community: Meaningful work in support of our communities

To Apply
Go to the WoodGreen Careers page at https://www.woodgreen.org/about-us/careers/ and click on the position(s) that you are interested in to submit your cover letter and resume and to answer a short questionnaire.
 

WoodGreen is an equal opportunity employer. We are committed to providing an inclusive and barrier-free selection process and work environment. If contacted in relation to an employment opportunity, please advise our People & Culture representatives at careers@woodgreen.org of the accommodation measures required. Information received relating to accommodation will be addressed confidentially.

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