Passport Office jobs in Toronto, ON

Compensation Band: 3

Normal Hiring range: $29.35 to $36.00 CAD per hour

Your expertise shapes our business

At the CWB Group, we find fulfillment and inspiration knowing that we are performing meaningful and purposeful work. Every day is a new adventure with opportunities to learn from industry leaders and, most importantly, from each other. When you join the CWB Group, you become part of a diverse and inclusive, tight-knit team passionate about making a global impact. Learn more about the CWB Group.

Our commitment to Diversity, Equity and Inclusion (DEI)

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.

Work with us and achieve your career goals

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.

What to expect:

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. Partial 15%

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). Supporting 10%
• Other duties as assigned.

In this position, you will report to the Funded Program Manager, , and will be working remotely from your home office in Canada. CWB has adopting a remote-first working model, where employees will work from their home office, servicing the client within their specified areas either remotely or in person. We are embracing radical flexibility, where employees are encouraged to work a schedule that works best for them, their team, and their clients.

What you bring to the table:

• 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.

ADDITIONAL 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.

The following qualifications are considered assets:

• Bilingualism is an asset
• Background in industry, preferably in welding, construction, or engineering is an asset.

What’s in it for you?

• Competitive salary structure
• Flexible work schedule

Accommodation:

The CWB Group is committed to providing accommodation to job applicants with disabilities throughout the recruitment process. If you require an accommodation, please notify us when applying and we will work with you to meet your needs. We welcome applications from all qualified individuals; however, only those under consideration will be contacted. Apply today!

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