Program Assistant

Position Title: Program Assistant
Position Type: Fixed Term Contract – OPSEU represented
Duration
:
Twelve (12) Months
Location: Mississauga, ON
Job Band: Band 3
Hiring Range
: $25.83 to $31.79/hr
Hours of work: 36.25 hours/week
Reporting to: Director, Apprenticeship Training, Curriculum, Standards and Examination
This posting is applicable to: Internal/External Applicants
Skilled Trades Ontario (STO) is a Crown agency responsible for skilled trades certification in Ontario, which includes:

• Establishing apprenticeship programs, including training standards, curriculum standards and certification exams.
• Administering apprenticeship programs, including approving apprentices and sponsors, registering training agreements and assessing applications for apprenticeship program completion.
• Issuing certificates of apprenticeship to completed Ontario apprentices.
• Assessing experience and qualifications of individuals who have not completed an apprenticeship program in Ontario.
• Administering exams, including certifying exams, in all trades subject to certifying exams.
• Issuing Certificates of Qualification in all trades with certifying exams.
• Renewing Certificates of Qualification in compulsory trades.
• Maintaining a Public Register of people authorized to work in compulsory trades.
• Researching apprenticeships and the trades.

STO is looking for a Program Assistant to provide comprehensive administrative, program, and project support to the Standards Department. This role supports the effective delivery of departmental priorities by coordinating the administrative requirements related to the development, translation, editing, production, printing, and distribution of Apprenticeship Training Standards (ATS), Curriculum Standards (CS), examinations, and other program materials.
The successful candidate will serve as a key administrative resource, supporting departmental initiatives by coordinating document production activities, maintaining records and databases, responding to stakeholder inquiries, and assisting the Examination Coordinator with examination-related processes, including the tracking of examination and exemption test feedback, practical examination results, and examination inventory.
The role also plays an important part in ensuring the confidentiality, security, and integrity of examination materials and standards-related documents through the management of electronic and hard-copy records. The ideal candidate will possess strong organizational, communication, and problem-solving skills, exceptional attention to detail, and the ability to manage multiple priorities while contributing to the efficient delivery of Standards Department programs and services.

Responsibilities

• Provides administrative support requirements for the development, translation, editing, production, printing and distribution of Apprenticeship Training Standards (ATS) and Curriculum Standards (CS).
• Ensures consistency of style/format requirements of draft documents.
• Edits standards documents for consistency with approved format using various document publishing software.
• Ensures confidentiality and security of all materials in both soft and hard copy in the designated examination room.
• Prepares reports and recommendations regarding, issues and proposals to the manager and prepares briefing notes and information reports on ATS and CS issues in response to inquiries from other management/departments.
• Develops and maintains various manual and computerized filing and database management systems on workplace training and apprenticeship programs, legacy or other information systems related to computer inventory lists, ATS, CS, examinations and exemption tests. Prepares and updates files and archives records within records retention schedules and…