[Hiring] Program Administrator, Funded Programs @CWB Group

Role Description

The Program Administrator, contract position maintains project documentation, supports government reporting, and tracks progress across cross-functional initiatives. This role plays a vital part in ensuring funded program administration is completed on time, contributing to the overall success of the Government Relations team.

This is a key support role within the Education and Learning Development department, responsible for coordinating day-to-day administrative, reporting, and participants communication functions across multiple projects and programs. This position works closely with Program Managers to ensure that project deliverables, timeline, and stakeholder communications are executed effectively.

This position will end on March 31, 2027 and includes:

• Project Coordination & Administration
  • Undertake day-to-day tasks associated with program administration, including participant communications and follow-ups, managing incoming inquiries and reporting.
  • Prepare drafts of government and internal progress reports in accordance with funding agreement guidelines, ensuring timely submission.
  • Support coordination of internal and external communications to support the project(s) and programs.
  • Collect project data, outcomes, and evaluation for reporting.
  • Develop and manage Microsoft Forms for expressions of interest.
  • Monitor submissions and maintain applicant tracking records.
  • Coordinate and conduct screening interviews (phone, virtual, or in-person) for program participants.
  • Conduct background checks and employment verification as part of the screening process.
  • Document interview outcomes and screening results in accordance with program requirements.
  • Complete and manage mandatory participant forms (highly detailed and time-intensive).
  • Create and maintain Service Plans in EOIS-CaMS for program participants.
  • Upload all required documentation to internal portals in a timely manner.
  • Ensure accuracy and completeness to meet audit and compliance standards.
  • Complete the required training plan for each participant and update.
  • Enter and update participant data in the EOIS-CaMS system (real-time).
  • Track participant progress, outcomes, and status changes.
  • Maintain data integrity for reporting and audit purposes.
  • Support development and administration of participant benefits application process.
  • Track and collect required financial documentation from participants to receive support benefits.
  • Coordinate internal processing to ensure timely direct payments from CWB to participants.
  • Maintain detailed records of disbursements and supporting documentation.
  • Track completion of the mandatory online micro-credential prior to hands-on training.
  • Follow up with participants to ensure prerequisites are completed.
  • Coordinate communication related to training schedules, locations, and requirements.
  • Send reminders and confirmations to participants across multiple Ontario training sites.
  • Issue acceptance and regret letters.
  • Respond to participant inquiries (email, phone) in a timely manner.
  • Provide ongoing support and guidance throughout the program lifecycle.
  • Conduct and document participant follow-ups at 3, 6, and 12 months post-training.
  • Track employment outcomes and other key performance indicators.
  • Ensure all follow-up data is entered into EOIS-CaMS and reported as required.
  • Maintain organized digital filing systems for all participant records.
• Relationship Management
  • Build and establish a broad communications plan with key stakeholders to ensure ongoing support, feedback, knowledge, and outcomes are shared throughout the life cycle of the project in collaboration with Program Manager.
  • Attend internal/external meetings and conferences and liaise with regulatory authorities when required.
  • Communicate program statistics and accomplishments with Program Managers to inform internal/external stakeholders on project status and to facilitate key messaging for press releases and communication plans.
  • Recognize milestone achievements, celebrate, and share achievements with the team and stakeholders.
• Additional duties:
  • Support the drafting and editing of internal presentations, proposals, or communication materials.
  • Coordinate logistics for virtual and in-person stakeholder meetings, events, or site visits.
  • Support coordination of cross-functional workstreams (e.g., communications, training partners, contractors).

Qualifications

• University degree in public administration, business, or related field.
• Background in not-for-profit program administration.
• Microsoft Office Suite experience – particularly Excel, Outlook, and Word.
• Previous experience with EOIS-CaMS.
• 3-5 years progressive project coordination experience.
• Proficiency in collecting, interpreting, and analyzing diverse data.
• Experience working with government and third-party funding agreements.
• Must have a very high degree of computer literacy and ability to learn new software and operating platforms.
• Strong communication skills and ability to work with minimal supervision.
• Strong organizational and time management skills with attention to details.
• Ability to manage multiple competing priorities.
• Able to effectively deal with inquiries and concerns from all levels of staff.

Requirements

• This is a remote, work from home position.
• Travel within and outside of Canada may be occasionally necessary.
• The employee is required to arrange for standard travel documents such as visas and passports as part of their employment requirement.
• Reimbursement for expenses obtained for more complex travel documentation will be provided by CWB upon prior approval from the manager.

Benefits

• Competitive salary structure.
• Flexible work schedule.

Company Description

The CWB Group believes that diversity and inclusion among our employees is critical to our success, and we seek to recruit, develop and retain the most talented employees from a diverse candidate pool.

For almost 75 years, our employees have been the backbone of our business, driving our success and extraordinary reputation. We challenge our employees to take charge of their careers and provide growth opportunities, tools and resources to reach their goals.