About You:
You thrive in a busy program environment where accurate information and smooth operations go hand in hand. You are organized, curious, and detail-oriented, and you take the time to understand the people and program activity behind the records.
You enjoy working alongside staff, instructors, employers, and participants to keep information moving, resolve gaps, and make sure Skills Development Funded (SDF) program requirements are followed through. You are comfortable being present during program activities, asking the right questions, and helping the team stay organized and accountable.
You are confident working with participant records, reporting requirements, and large volumes of information. You can spot inconsistencies, connect details across systems, and turn complex requirements into practical next steps for staff.
Technology does not intimidate you. You enjoy learning new systems, improving workflows, and finding practical ways to reduce administrative burden while protecting data quality and compliance.
What You’ll Be Doing:
Working as a central operational resource across GROW and Apprenticeship, you will help keep participant information, program activity, reporting, and internal systems aligned and up to date.
You will stay close to program delivery through orientations, training activities, team discussions, and staff follow-up so that program records reflect what is actually happening with participants and services
You will be the team’s primary internal resource for EOIS-CaMS and program information, helping staff translate participant circumstances and services into complete, accurate, and timely records.
Because GROW and Apprenticeship is funded through Ontario’s Skills Development Fund (SDF), you will also help monitor performance, identify gaps and risks, and prepare accurate information for activity reports, Ministry submissions, audits, and leadership decision-making.
You will work with program staff and contracted systems support to improve Airtable, Jotform, dashboards, forms, and workflows so the tools used by the team are practical, consistent, and aligned with reporting requirements.
What You’ll Be Responsible For:
Program Operations • Participate in program orientations, training sessions, and team meetings to maintain a current understanding of participant activities and program delivery.
- Build strong working relationships with program staff to ensure participant information is complete, accurate, and reflects services provided.
- Help maintain consistent processes across program locations and service streams.
EOIS-CaMS Administration:
- Serve as the primary internal resource for EOIS-CaMS administration across applicable GROW and Apprenticeship service streams.
- Create, update, and maintain participant records, service plans, interventions, employment information, outcomes, case notes, and follow-up activities.
- Ensure data is entered accurately, consistently, and within Ministry and program timelines.
- Review participant files to confirm that required services, outcomes, and documentation are properly reflected in EOIS-CaMS.
- Monitor open and closed cases and identify incomplete, inconsistent, or overdue records.
- Investigate system and data issues and coordinate corrections with program staff.
- Support case closures, Employment Service Questionnaires, case reviews, and other required follow-up processes.
- Stay current on EOIS-CaMS processes, system updates, and applicable Employment Ontario requirements.
- Escalate system limitations, compliance concerns, or unresolved data issues to program leadership.
- Data Quality and Compliance:
- • Conduct regular reviews of participant, employer, training, placement, employment, and outcome data.
- Compare information across EOIS-CaMS, Airtable, Jotform, program trackers, and supporting documentation to identify discrepancies.
- Identify missing forms, incomplete records, duplicate entries, inconsistent information, overdue actions, and unsupported outcomes.
- Work with program staff to investigate discrepancies, obtain missing information, and complete required corrections.
- Maintain complete, accurate, and audit-ready participant records, supporting documentation, and data evidence in accordance with SDF program and Ministry requirements.
- Develop and maintain data-quality checks, validation processes, documentation standards, and file-review tools.
- Support internal file reviews, Ministry monitoring, and external audits by retrieving records, verifying evidence, responding to data questions, and coordinating required corrections.
- Ensure participant information is handled in accordance with privacy, confidentiality, and data-security requirements.
- Identify compliance risks early and bring them to the attention of Workforce Development leadership.
- Performance Monitoring and Reporting
- • Maintain dashboards and trackers that provide current visibility into program activity and performance.
- Monitor progress against SDF program participation, training, placement, employment, retention, apprenticeship, and other program targets.
- Analyze participant and program data to identify trends, gaps, risks, and areas requiring attention.
- Investigate when recorded data does not align with known program activity or expected outcomes.
- Prepare accurate data summaries, performance updates, and supporting information for internal and Ministry reporting.
- Support Workforce Development leadership with SDF activity reports and other funder submissions.
- Reconcile information across CaMS, Airtable, Jotform, program records, and staff updates before reports are submitted.
- Identify program accomplishments, service challenges, delivery risks, and corrective actions supported by the data.
- Communicate findings clearly so staff and leadership understand how participant services and documentation affect program results.
- Program Systems Coordination:
- • Support the ongoing administration and use of Airtable, Jotform, dashboards, forms, automated workflows, and other program tools.
- Translate program and reporting requirements into clear system and workflow needs.
- Collaborate with contracted systems support on the design, testing, implementation, and refinement of program tools.
- Test new forms, interfaces, automations, and reporting functions before they are introduced to staff.
- Identify system gaps, workflow inefficiencies, and opportunities to reduce duplicate entry or manual work.
- Maintain field definitions, process documentation, user instructions, and system reference materials.
- Coordinate updates when program requirements, workflows, forms, or reporting needs change.
- Ensure systems are practical for staff while continuing to meet data, privacy, and compliance requirements.
- CaMS Guidance and Team Support:
- • Interpret CaMS terminology, requirements, and processes into clear guidance for staff.
- Help staff understand what participant information must be collected and why it matters.
- Explain how program services, training, employment activities, and participant outcomes should be documented.
- Provide practical guidance on case notes, supporting documents, service plans, interventions, outcomes, and follow-up requirements.
- Develop procedures, templates, checklists, definitions, and reference materials to support consistent documentation.
- Support staff onboarding and training related to CaMS, program records, and data-quality expectations.
- Answer routine CaMS and documentation questions and help staff troubleshoot record issues.
- Communicate recurring errors, missing information, and required corrections clearly and constructively.
- Maintain cross-training and documented coverage procedures to support continuity during absences and reporting periods.
- Continuous Improvement and Leadership Support:
- • Use access to participant, service, and performance data to identify issues that may not be visible within individual program functions.
- Identify patterns affecting participation, service delivery, employment outcomes, documentation, or target achievement.
- Bring risks, gaps, and emerging concerns to Workforce Development leadership with supporting evidence.
- Recommend improvements to workflows, staff guidance, forms, documentation, and program systems.
- Support leadership in understanding the story behind the data, including what is working, where participants are experiencing challenges, and where program adjustments may be needed.
- Document decisions, process changes, data definitions, and updated procedures.
- Contribute to program planning, quality assurance, and funding-readiness activities.
Requirements:
- Hands-on experience maintaining participant and service records in EOIS-CaMS is strongly preferred.
- Experience with government-funded program data, case-management systems, participant records, performance monitoring, or compliance reporting.
- Strong understanding of data quality, documentation standards, privacy, and audit readiness.
- Experience maintaining databases, dashboards, trackers, and reporting tools.
- Demonstrated ability to review large volumes of data, identify discrepancies, and coordinate corrections.
- Experience working with Airtable, Jotform, CRM systems, or comparable program-management platforms.
- Strong Excel or Google Sheets skills, including organizing, reconciling, analyzing, and reporting data.
- Ability to interpret program requirements and translate them into practical data-entry standards and workflows.
- Excellent organizational and time-management skills, with the ability to manage multiple reporting timelines and priorities.
- Exceptional attention to detail and a commitment to complete, accurate, and timely records.
- Strong analytical, troubleshooting, and process-improvement skills.
- Clear written and verbal communication skills, including the ability to explain technical or compliance requirements to staff.
- Ability to handle confidential and sensitive participant information professionally.
- Ability to work independently, take initiative, exercise sound judgment, and collaborate across teams.
- Experience supporting staff training, system implementation, or change management is an asset.
- Experience with Employment Ontario, SDF, not-for-profit programs, or other Ministry-funded workforce initiatives is an asset.
- Knowledge of Ontario’s landscape and horticulture industry is an asset.
About this position:
- Full-time, fixed-term contract position through June 29, 2027, with the possibility of renewal (7th year running!).
- Salary: $65,000 - $73,000 per year.
- Includes 3 weeks vacation and personal time off, and health benefits.
- Reports to the Workforce Development Manager and works closely with the Senior Administrator, GROW and Apprenticeship programs staff, Workforce Development leadership, and contracted systems support.
- Primarily based in our Milton office, where you'll work alongside the Workforce Development team and participate in program activities, staff collaboration, and training. Occasional flexibility for remote work may be available based on operational needs.
- Some evening or weekend work may be required during reporting deadlines, system implementations, or program activities.
- Occasional travel within Ontario may be required.
- A beautifully renovated modern office space.
- A supportive, collaborative team environment.
About Landscape Ontario
Landscape Ontario Horticultural Trades Association is a provincial trade association representing approximately 2,500 members across the landscape horticulture sector. A not-for-profit, volunteer-driven organization, we are dedicated to advancing the profession through leadership, education and collaboration. Landscape Ontario members design, build and maintain outdoor spaces that support healthy communities, environmental resilience and economic growth across Ontario. We are committed to building an inclusive and collaborative organization where everyone feels welcomed and valued, regardless of gender, race, nationality, orientation or ability.
Equal Opportunity & Accessibility:
Landscape Ontario is committed to creating an inclusive, accessible and welcoming workplace. We encourage applications from individuals of all backgrounds, experiences and abilities.
In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), accommodations are available throughout the recruitment and selection process. Applicants requiring accommodation are encouraged to advise us at any stage so that appropriate arrangements can be made.
Landscape Ontario complies with Ontario’s employment legislation regarding the use of artificial intelligence in recruitment. Artificial intelligence (AI) is not used to screen, assess or select applicants for this position.
