Employment Type: Full-time (Permanent)
Department: Employment and Settlement Services
Union: Included (CUPE Local 2497)
Salary: $29 per hour (Level 3)
File #: 26-ESS-02 (1 OPEN)
Posting Date: March 03, 2026
Posting Close: March 9, 2026
Reason for vacancy: New position

The Program and Intake Coordinator will be required to work Monday - Friday: 9:00 AM to 5:00 PM.

Position Summary
The Program and Intake Coordinator plays a key administrative role across multiple programs within the Employment and Settlement department including employment and culinary training program. This role provides program-specific client intake coordination, including assessment, registration, documentation, referrals, and internal communication with program teams in alignment with program guidelines and organizational standards. The role supports effective program delivery by ensuring accurate records, timely client onboarding. Strong coordination between internal teams and external partners.
This position is program-focused, not customer service-oriented, and requires strong organizational, documentation, and coordination skills to support multiple programs simultaneously. This role will also provide support to Director’s office.

Duties and Responsibilities
Program Intake Coordination & Client Registration

• Coordinate client intake and registration across multiple programs, ensuring eligibility requirements and program guidelines are met.
• Monitor and track client registration status, follow up on outstanding requirements, and ensure timely completion of intake processes.
• Maintain accurate and up-to-date client records in designated data, CRM and documentation systems.
• Conduct follow-up with clients to ensure all required documentation is submitted within specified timelines.
• Coordinate internal referrals between programs and teams, ensuring smooth transitions and continuity of service.
• Actively recruit and engage prospective program clients through internal client databases, referral networks, community outreach, and information sessions.
• Promote program offerings to eligible participants and community partners to support enrollment targets. Facilitate external referrals when required, including coordination with partner organizations and service providers.

Documentation & Records Management

• Collect, review, organize, and maintain client and staff documentation to ensure accuracy, completeness, and compliance with organizational and funder standards.
• Update and maintain online documentation platforms and internal databases in a timely and consistent manner.
• Ensure client documentation is securely stored, accessible to authorized staff, and aligned with privacy and confidentiality requirements.
• Supports, audits, monitoring visits, or internal reviews by preparing and organizing required program documentation.
• Supports departmental financial record-keeping by collecting, reviewing, and preparing invoices for monthly submission

Program Coordination & Support

• Provide administrative and coordination support to multiple programs, Director’s office, balancing priorities and timelines across different initiatives.
• Assist with planning, coordination, and on-site support for occasional program activities such as job fairs, information sessions, networking events, and outreach initiatives.
• Collaborate with program staff to support scheduling, participant tracking, and program logistics.

Collaboration & Communication

• Conduct outreach and communication with partner organizations as needed to support documentation, referrals, and information sharing.
• Collaborate with the marketing and communications team to support the promotion of programs and events.
• Serve as a coordination point between program staff, partners, and administrative systems to ensure alignment and efficiency.

Qualifications & Skills
Education & Experience

• Diploma or degree in administration, social services, business, education, or a related field, or equivalent relevant experience.
• Proficient in CRM platforms, including extensive experience working with FFAI FutureFit AI - client management software.
• Proven experience in program documentation and administration, intake coordination, client management, or documentation-heavy roles.
• Experience working across multiple programs or projects simultaneously is a strong asset.

Core Competencies

• Excellent organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
• Proven ability to coordinate multiple workflows and transition effectively between programs.
• Strong follow-up skills and ability to track and monitor client progress and documentation status.
• Proven ability to multitask effectively in fast-paced, time-sensitive environments
• Experience using digital platforms, databases, and online documentation systems.

Professional Skills

• High level of discretion and understanding of confidentiality and data protection requirements.
• Ability to work independently while contributing effectively to a team environment.
• Flexible, adaptable, and comfortable working in a dynamic, program-driven environment.
• Excellent communication skills, with experience engaging diverse communities and collaborating within team environments
• Must be qualified to work in Canada legally for the employer.
• Able to provide a Vulnerable Sector Screening check with a ‘Clear’ or satisfactory result that meets the operational requirements of the Agency.

Dixon Hall may use Artificial Intelligence-assisted tools during the recruitment process to support efficiency and consistency. Final hiring decisions are made by the Human Resources team.

Dixon Hall is dedicated to fostering an inclusive selection process and work environment, guided by their Race Relations and Employment Equity Policies. If selected for an interview, please inform the hiring manager or the People and Culture team of any accommodations you may require during the interview process.
To achieve their goal of inclusivity and diversity, Dixon Hall actively seeks exceptional candidates from varied backgrounds and with lived experiences. Individuals who self-identify as being from marginalized communities, including Indigenous peoples, racialized persons, persons with disabilities, and those from the 2SLGBTQIA+ community or who have experienced homelessness, are strongly encouraged to apply.