Program Operations Assistant

Department: Mental Health & Community Programming
Reports to: Project Manager
Location: Finding Our Power Together (FOPT), Toronto, ON (Hybrid as required by programming schedule)
Employment Type: Full time, hourly employment agreement
Contract Duration: April 13, 2026–August 31, 2026 (with possibility of extension upon completion of the 3-month probationary period)
Compensation: $25 - $28/hour
Hours per Week: 15-25 hours per week
Funding Source: Funded through a combination of program/service contracts and restricted project funding (varies by program).

About Finding Our Power Together (FOPT)

Finding Our Power Together (FOPT) is an Indigenous-led research and service organization working to end preventable suicide and support the wellness and thriving of Indigenous communities across Turtle Island. FOPT delivers culturally grounded mental health programming, training, and community-based services while advancing systems change through research and partnerships.

Position Overview

The Program Operations Assistant provides operational and administrative support across FOPT’s community programming and mental health service activities. This role strengthens day-to-day program coordination so that program leaders and facilitators can focus on quality, participant care, and delivery. The Program Operations Assistant supports program logistics, scheduling, outreach, participant coordination, intake administration, and session support. The role also contributes to consistent documentation practices, including attendance tracking, secure record management, and basic evaluation support. This position is well-suited to someone who is highly organized, people-oriented, and comfortable working in a fast-moving, community-facing environment. The role is a key contributor to program sustainability and effective service delivery.

Key Responsibilities

Program Administration and Logistics

Support the operational coordination of programs, groups, workshops, and community events.

Responsibilities include:

• Maintaining program calendars, schedules, and run-of-show documents
• Coordinating logistics (space bookings, supplies, food, materials, accessibility supports)
• Preparing and organizing program materials (print packages, workbooks, handouts, sign-in sheets)
• Supporting contractor coordination (session confirmations, scheduling, invoicing coordination as required)
• Tracking program-related tasks and timelines in FOPT systems (e.g., Asana, shared drives)

Outreach and Participant Coordination

Support participant-facing processes to ensure clear communication and smooth engagement.

Responsibilities include:

• Supporting outreach activities and recruitment as directed (posting notices, partner emails, follow-ups)
• Managing participant communications (registration confirmations, reminders, follow-up messages)
• Coordinating intake scheduling and basic intake administration in accordance with FOPT protocols
• Supporting participant navigation to services, resources, or referral pathways as directed by the supervisor

Program Delivery Support

Provide on-the-ground or virtual support before, during, and after programming.

Responsibilities include:

Documentation, Records, and Evaluation Support

Support consistent documentation and learning processes across programs.

Responsibilities include:

• Tracking attendance and participation metrics
• Maintaining secure program records in accordance with FOPT confidentiality policies
• Supporting distribution and collection of evaluation tools (surveys, feedback forms)
• Assisting with compilation of program feedback and basic summaries for internal reporting

Team Support and Continuous Improvement

Contribute to a well-functioning programming team and operational systems.

Responsibilities include:

• Participating in team meetings and coordination check-ins
• Supporting development and maintenance of templates, checklists, and SOPs for program delivery
• Flagging operational risks or gaps early (scheduling conflicts, supply needs, participant concerns)
• Supporting intern task coordination as directed, including packaging tasks and tracking completion

Qualifications

Required

• Strong organizational skills and ability to manage multiple tasks and deadlines
• Experience in administrative support, program coordination, or community-based work
• Strong communication skills and comfort interacting with participants and community partners
• Ability to work independently and collaboratively with good judgment and follow-through
• Commitment to confidentiality and respectful, participant-centered practice
• Valid drivers license and ability to travel to program sites and transport program materials as needed
• Flexibility to work on weekends
• Valid First Aid and CPR Level C Certification
• Vulnerable sector check

Assets (Preferred)

• Experience working in Indigenous-led, community-based, or trauma-informed settings
• Familiarity with mental health or wellness programming environments
• Experience with scheduling tools, shared-drive file systems, and project management tools (e.g., Google Workspace, Asana)
• Experience supporting group facilitation, outreach, or event coordination
• Lived experience relevant to community wellness work (shared at applicant’s discretion)

Employment Standards and Conditions

This role is subject to the Ontario Employment Standards Act (ESA). The successful candidate will be entitled to ESA-protected leaves and minimum employment standards.

Equity and Accessibility

FOPT is committed to equity and Indigenous self-determination. We strongly encourage applications from First Nations, Inuit, and Métis candidates, as well as applicants from diverse backgrounds and lived experiences. FOPT provides accommodations in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Please let us know if you require accommodation during the recruitment process. Applicants must be legally eligible to work in Canada.