Administration, Program Assistant

LOCATION: Toronto, ON

POSITION TYPE: Regular Full-time (37.5 hours/week)

POSTING CLOSING DATE: November 23, 2026

HIRING RANGE: $54,101 - $62,000

Lumenus Community Services is committed to diversity, equity and inclusion. We value a recruitment and selection process that is inclusive and barrier-free and we encourage applications from all individuals including, but not limited to, all cultures, religions, racialized communities, abilities, sexual orientations, and gender identities and expressions.

This role is responsible for effectively managing administrative tasks related to all departments at Lumenus. Programs as well as Corporate Services are included in this job description, and all included under this description are responsible for providing support services to visitors, clients, and staff.

KEY RESPONSIBILITIES:

Office Administration

• Reception Coverage
• Office Oversite
• Supply Management
• Fleet and Equipment Oversite and support
• Health and Safety
• Meeting room and training setup as required

Client File System

• Proficient use of data system (TREAT) for purposes in inputting/uploading client data, searching client info auditing/archiving files and closing client files
• Support OED, Therapists and Managers as needed.

Client Disclosure of Client Information

• Receive requests.
• Search and provide documentation.
• Process consent for information documents for clients by requesting information from other agencies.
• Help Parents complete surveys.

Intake Support

• Support Walk-in In-person and virtual session.
• Case Assignment.
• Respond to new client inquires.
• Help with Initial Info gathering.
• Client referral packages.

Specialized Project

• Back up to other roles– will vary, depending on the need.
• Special projects as assigned – for example: program support depending on the need (will be trained on specific tasks)

QUALIFICATIONS:

• Diploma or degree (social services field an asset) or a combination of education and experience that will meet the needs of the position.
• Previous volunteer or work experience within a not-for-profit organization preferred.
• Previous administrative support experience.
• Experience supporting/deescalating individuals in crisis.
• Familiarity with and sensitivity to diversity and inclusion in the workplace and within the community.
• Prior experience working with LGBTQ youth as well as youth who have mental health challenges.
• Developed verbal and written communication skills.
• Strong interpersonal skills.
• Well-developed time management skills.
• Ability to maintain a high level of accuracy and sensitivity to confidential material.
• Ability to work in a team environment.
• Strong computer skills including use of MS Office (Word, Excel, PowerPoint, Outlook and Adobe).
• Fluency in both spoken/written French is an asset.
• Solid customer service mindset

KNOWLEDGE, SKILLS AND ABILITIES:

• Broad knowledge of not-for-profit organizations
• Familiarity with and sensitivity to diversity and inclusion in the workplace and within the community.
• Ability to balance demands/priorities of workload, manage time effectively and operate within the framework of stated expectations.
• Ability to interact effectively with a wide range of individuals including agency staff, external professionals and Lumenus clients.
• Ability to work effectively with children, youth and families to create a comfortable environment.
• Ability to influence others to resolve conflict and gain acceptance of new ideas.
• Strong interactive/communication (verbal and written), and Interpersonal skills.
• Ability to maintain high level of accuracy and confidentiality.
• Ability to recognize situations or judgement calls that should be brought to management for resolution and decision-making.

ADDITIONAL REQUIREMENTS:

• Satisfactory clearance under the Criminal Reference Check.
• Travel will be required to other agency locations.
• Fluency in verbal/written French is an asset.

TO APPLY: Interested applicants are invited to visit our website at https://lumenus.ca/careers/ and submit their cover letter and resume through our Career Centre on or before November 23, 2026.

We ask applicants to make any accommodation requests for the interview or selection process known in advance by contacting the Human Resources Department. Human Resources will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process which will enable you to be assessed in a fair and equitable manner.