Program Administrator

Job Description

Our client in the non-profit space is hiring a Program Administrator to join their team full-time. The Program Administrator plays a key administrative role in supporting the organization in both its Registration and Complaints Programs. Under the direction of the Program Managers, this role ensures the accurate and timely execution of program activities, effective communication with stakeholders, and consistent adherence to regulatory policies and procedures.

The Program Administrator is responsible for processing registration applications, responding to inquiries, supporting discipline and appeals hearings, and tracking program data. This position is fully remote in Toronto and requires a high level of professionalism, attention to detail, and excellent communication skills. Responsibilities:

Communicate registration pathways clearly to applicants and escalate complex inquiries

Review and process registration applications in accordance with established policies

Provide timely feedback on application status and required documents

Support the annual renewal process and assist with administrative tasks including meeting minutes and correspondence

Respond professionally to public and registrant queries

Prepare case correspondence and assist with documentation

Support scheduling and logistics for Discipline and Appeals hearings, both virtual and in-person

Maintain accurate records and track registration/complaint case progress in the program database

Collect user feedback and report program performance to Program Managers

Assist with preparation of regular reports for leadership, the Board, and external partners

Customize written responses using approved templates to ensure clarity and professionalism

Identify and recommend improvements to communication materials and website content

Ensure all work aligns with regulatory and internal policies

Provide input into policy updates to support continuous program improvement

Participate in cross-functional projects, training, and organizational initiatives

Qualifications:

Diploma or degree in Administrative Studies (or equivalent combination of education and experience)

Minimum of two years’ experience in a regulatory/oversight environment or similar administrative role

Proficient in Microsoft Office Suite, SharePoint, and Adobe

Exceptional verbal and written communication skills

Strong customer service orientation with cultural sensitivity

Excellent attention to detail and organizational skills

Able to manage multiple tasks and work independently in a remote environment

Positive, proactive, and problem-solving mindset

Experience using Customer Relationship Management (CRM) systems

Knowledge of health care profession regulation in Ontario

Bilingual in English and French is preferred