Program Assistant - Canada Summer Jobs (16 Week Contract)

About HIEC

Halton Industry Education Council (HIEC) is an innovative not-for-profit social enterprise focused on partnerships, mentorship, and workforce development in Ontario. With over 30 years of experience as an active, community-focused organization, HIEC aims to enhance career education and inspire youth to make informed career decisions.

Through impactful programs such as Ontario Career Lab and ApprenticeSearch.com, HIEC works with schools, volunteers, employers, and community partners to create meaningful pathways between education and employment.

We offer a team environment that encourages innovative ideas, collaboration, initiative, and an entrepreneurial spirit.

Position Description

The Program Assistant supports the day-to-day administrative operations of HIEC’s programs. This is a highly detail-oriented role with a strong focus on survey coordination, data entry, and record verification. A large portion of this position will involve working with program records, ensuring information is accurate, complete, and up to date to support reporting and funding requirements. The role also provides general administrative support across programs and assists with a variety of tasks as needs shift.

This position is funded through the Canada Summer Jobs program. Candidates must:

• Be between 15 and 30 years of age at the start of the funded position.

• Be a Canadian Citizen, permanent resident, or someone to whom Refugee Status has been granted/conferred.

• Have a valid Social Insurance Number (SIN).

• Be available to work the required full-time contract hours for the duration of the placement.

Key Responsibilities:

• Support the administrative coordination of programs across the organization

• Input, review, and verify high volumes of program information (e.g., participant details, attendance, outcomes)

• Coordinate survey processes, including distribution, tracking responses, and follow-ups

• Ensure records are accurate and complete, identifying and flagging inconsistencies

• Maintain and update tracking tools such as spreadsheets and internal systems

• Organize and maintain program documentation

• Assist in preparing materials for reporting purposes

• Provide administrative support to program teams, including scheduling and coordination

• Support ad-hoc program needs and shifting priorities

• Maintain contact lists and stakeholder records

• Assist with program delivery tasks such as attendance tracking and session support

• Provide general administrative support, including occasional invoicing or expense tracking

• Support events and team activities as needed

• Perform other duties as assigned

Qualifications to succeed:

• Previous experience in an administrative, customer service, or support role is an asset

• Strong attention to detail and ability to work with repetitive tasks accurately

• Good organizational and time management skills

• Comfortable working with structured information (e.g., spreadsheets, forms, records)

• Ability to follow processes and instructions carefully

• Strong communication skills and a team-oriented approach

• Proficiency in Microsoft Office (especially Excel)

• Experience in a not-for-profit or community-based organization is considered an asset

Working Conditions:

• This position operates within a hybrid work environment, with a combination of onsite work at HIEC’s Burlington office and some remote work, subject to operational needs

• Limited travel within Ontario may be required to support program activities or events

• Primarily office-based work, involving extended periods of computer use and administrative tasks

• A Vulnerable Sector Check may be required based on program involvement

This is an excellent opportunity for someone seeking practical experience in program administration, coordination, and supporting community-based initiatives. If you are a motivated individual with strong organizational skills, attention to detail, and a commitment to supporting team success, we would love to hear from you.

We thank everyone who submits an application for their interest! This job opening represents an existing vacancy. Although our team is mighty, it’s still small; only successful applicants will be contacted.

HIEC does not use artificial intelligence to screen, assess, or select applicants as part of its hiring process.

HIEC is committed to equity and creating a respectful and inclusive workplace culture that reflects the broad diversity of communities we work with. This includes people who identify as immigrants, refugees, women, Indigenous, Black, LGBTQ2S+ people of colour, and people with disabilities. Accommodations are available on request for qualified candidates during each stage of the recruitment process. Please note that candidates applying for Canadian job openings should be authorized to work in Canada.

As a condition of employment, HIEC requires individuals to be "fully vaccinated" (as defined by the Government of Ontario) against COVID-19 prior to commencing employment. Notwithstanding, HIEC will provide reasonable accommodation to any individual who is unable to comply with this vaccination requirement due to a disability or another ground protected by the Ontario Human Rights Code. If you require such accommodation, please contact HR as soon as possible at (905) 634-2575 ext. 107 or HR@hiec.on.ca