Client Services Administrator
National Service Dogs (NSD)
Part-Time | 30 hours per week (with potential for additional hours)
About National Service Dogs
National Service Dogs (NSD) is a Canadian charitable organization with nearly 30 years of experience changing lives through service. NSD provides highly trained service dogs supporting children with autism, veterans and first responders with PTSD, and community mental health and wellness initiatives.
Our work is grounded in person-centred, trauma-informed, and ethical practice, and supported by strong systems, clear communication, and collaborative teamwork.
The Opportunity
NSD is seeking a detail-oriented, highly organized Client Services Administrator to support the day-to-day operations of our Client Services team. Reporting to the Director of People and Programs, this role is essential to ensuring smooth client onboarding, accurate record-keeping, regulatory compliance, and effective coordination across all service dog programs.
This position is ideal for someone who enjoys systems, thrives in a supportive role, and finds meaning in being a steady, reliable backbone for a mission-driven team.
Key ResponsibilitiesClient Intake & Application Management
- Manage intake of client applications across all NSD programs
- Track applications through all onboarding stages, from initial inquiry to placement
- Screen applications for completeness and accuracy, and prepare files for internal review
- Maintain clear, up-to-date tracking systems to support transparency and efficiency
Scheduling & Coordination
- Schedule client interviews and assessments
- Coordinate communication and documentation with healthcare providers, educators, and school partners
- Support scheduling of placement training sessions and program milestones
- Coordinate logistics related to client onboarding, placements, and follow-ups
Records Management & Compliance
- Maintain accurate, confidential client records, graduate files, and service dog health records
- Ensure required documentation aligns with Assistance Dogs International (ADI) standards and compliance requirements
- Support preparation and organization of documentation for audits, reviews, and recertifications
- Track and coordinate Public Access Tests, recertifications, and follow-up evaluations
Communications & Front-Line Support
- Monitor and manage the info@ inbox and general inquiry line
- Respond to routine inquiries with professionalism, warmth, and clarity
- Direct complex or clinical inquiries to appropriate team members
- Support consistent, timely communication with clients, partners, and internal staff
Program & Training Support
- Organize logistics and administrative needs for placement training sessions
- Support caring for the dogs, making kongs, and keeping space clean
- Support administrative and logistical requirements of advanced service dog training
- Assist with planning and coordination of training outings as needed
- Provide on-site or hands-on support during training activities when required
Qualifications & ExperienceRequired
- Diploma or degree in administration, health, or social services, or a related field
- Strong organizational, time-management, and data management skills
- Experience working with confidential records and sensitive information
- Proficiency with Google Workspace, Microsoft Office, and documentation or database platforms
- Excellent written and verbal communication skills
- Ability to manage multiple priorities while maintaining accuracy and attention to detail
Assets
- Experience working in a nonprofit or community-based organization
- Familiarity with compliance-based environments or regulated programs
- Dog handling experience or comfort working in environments with dogs
- Experience supporting interdisciplinary teams or client-focused programs
Why Join NSD
- Be part of a nationally respected organization with meaningful community impact
- Work alongside a collaborative, supportive Client Services team
- Play a key role in ensuring ethical, organized, and client-centred service delivery
- Opportunity for additional hours and growth as programs expand
Job Types: Full-time, Part-time, Permanent
Pay: $19.00-$20.00 per hour
Benefits:
- Casual dress
- Dental care
- Employee assistance program
- Extended health care
- Paid time off
- RRSP match
Work Location: In person
