This position requires on-site presence at the London Learning Center and reports directly to the Learning Center Manager. The Program Assistant plays a crucial role in ensuring the smooth operation of on-site learning activities, making you an integral part of our team. If you are passionate about customer service and possess strong organizational skills, this opportunity is tailor-made for you.

This role is responsible for ensuring a seamless and positive experience for learners, facilitators, and guests by managing daily operations, coordinating facility needs, and addressing immediate support requirements. The Program Assistant works closely with the Learning Center Manager and collaborates with L&OD divisional team members to maintain efficient workflows across pre-training, during-training, and post-training phases.

Major Responsibilities:

1. Administrate programs by:

• Setting up and supporting classroom sessions using multiple tools like LMS, Zoom and Teams. Ensure classrooms are prepared according to specific training requirements, including setup of furniture, equipment, and materials
• Setting up courses on the learning management system (LMS), /SABA/ including class information, registrations, cancellations and modifying session templates, overriding LMS.
• Verifying learner completions and closing classes/virtual sessions at the end of each program like maintaining accurate records of Learning Center usage, visitor information, and support requests
• Providing SABA support to L&D Specialists and participants
• Providing information to internal and external clients on L&D programs and schedules which includes answering inquiries on training programs and schedules.

2. Contribute to branch results through learning program data collection, management and reporting by:

• Creating post-learning evaluation survey templates and administering surveys using branch survey tool
• Offering staff and management advice on survey capabilities for new templates or unique surveys
• Communicating with L&D staff as well as WSIB business partners to ensure timely completion of surveys
• Collecting, extracting and completing data calculations in Excel to generate reports for L&D branch staff & other internal WSIB business partners
• Managing and ensuring data integrity by cross-checking calculations and other various data validation processes
• Generating and reporting branch efficiency & effectiveness key performance indicators for learning programs in PowerBI analytics dashboard
• Completing learning evaluation data archival

3. Provide clerical, administrative and program support to L&D staff and contracted vendors by:

• Updating, revising, templating, filing and retrieving information/registrations from various SD databases e.g. Share Point, T- Drive
• Creating/revising course materials, Photocopying and assembling materials
• Support scheduling/booking meetings as requested by SD staff and other WSIB staff
• Support booking internal and external training rooms for training and other scheduled events;
• Arranging consistent training room set-up for programs, ensuring adequate supplies and functioning audio-visual equipment
• Monitoring inventory and sign out of equipment, e.g., laptops, wireless presenters, speakers, projectors, video cameras, headsets, etc., ensuring they are in working order and addressing day-to-day issues, complaints, and coordination needs from participants and facilitators and providing first-level troubleshooting and triage for any problems that arise during training sessions
• Sorting, distributing and picking up incoming/outgoing mail/expense cheques.
• Shipping training materials and supplies to training sites by courier or inter-office mail
• Coordinating administrative duties for ceremonies and branch conferences like coordinating with caterers regarding daily/weekly volume and dietary restrictions for training events
• Liaising with Customer Service Centre (CSC)/Facilities when required and serving as the primary point of contact for all visitors to the Learning Center, providing professional meet-and-greet services for learners, facilitators, and guests
• Renewing membership and registering training courses
• Support recording, tracking and maintaining lists/records on SharePoint (such as vacation/flex, Person Requiring Assistance)
• Documenting and distributing meeting minutes or action items
• Managing the storage and retention of finalized documents

4. Support making travel arrangements for L&D staff by:

• Contacting Travel Office to make, change or cancel reservation information
• Ensuring tickets are received and distributed to L&D staff on a timely basis
• Processing invoices on a timely basis
• Tracking travel and related costs for L&D Managers

5. Monitor and order office supplies and training materials from contracted vendors by:

• Ordering/Replenishing supplies as required (including District Offices)
• Obtaining quotes from various vendors on large volume orders under $5000
• Ensuring print orders are submitted on a timely basis
• Reconciling monthly visa statements

6. Perform other duties as assigned or required.

Job Requirements

Education:

• Post secondary diploma of up two years in a Business or English or Statistics or Business Analysis program.

Experience:

• Two years prior experience in learning management systems or data analysis or administrative support.

Our commitment to equity, diversity and inclusion

We respect and value the diversity of our people. We strive to create an environment where employees can be themselves and where our differences are celebrated.

We value and celebrate diversity and are committed to creating inclusive experiences for both our employees and prospective employees. We invite all interested individuals to apply. If you require accommodations in order to apply to this position please contact talentacquisitioncentre@wsib.on.ca. If you are invited to participate in the interview or assessment process, you can advise our Recruiter of your accommodation needs at that time.

Please visit our EDI Vision to learn more about what actions WSIB are taking to advance our commitment to equity, diversity and inclusion and to support all employees participating and contributing to their full potential

Disclosing conflicts of interest

As public servants, employees at the WSIB have a responsibility to act in an ethical way at all times to create a respectful workplace and maintain public trust. Job applicants are required to disclose any circumstance that could result in a real, potential or perceived conflict of interest. A conflict of interest is any situation where your private interests may impair or be perceived to impair the decisions you make in your official capacity. This may include: political activity, directorship, other outside employment and certain personal relationships (e.g. with current WSIB employees, customers and/or stakeholders). If you have any questions about conflict of interest obligations and/or how to make a disclosure, please contact the Talent Acquisition Centre at talentacquisitioncentre@wsib.on.ca.

Privacy information

We collect personal information from your resume, application, cover letter and references under the authority of the Workplace Safety and Insurance Act, 1997. The Talent Acquisition Centre and WSIB hiring parties will used this information to assess/validate your qualifications, determine if you meet the requirements of vacant positions and/or gather information relevant for recruitment purposes. If you have questions or concerns regarding the collection and use of your personal information, please contact the WSIB’s Privacy Office at privacy_office@wsib.on.ca. The Privacy Office cannot provide information about the status of your application.

As a precondition of employment, the WSIB requires that prospective candidates undergo a criminal records name check any time before or after they are hired.

To apply for this position, please submit your application by the closing date.