EMPLOYMENT OPPORTUNITY

Intake Coordinator

Reports to: Project Manager

Location: Remote position but must be available during office hours 9 am to 5pm EST
Employment Type: Full-time  
Remuneration: $20 -$23 an hour depending on experience

About Keepers of the Circle

Keepers of the Circle is an Indigenous Hub operated by, the Temiskaming Native Women's Support Group (TNWSG), a non-profit organization founded in 1997 to promote the economic, cultural, and social equity of Indigenous women, girls, and gender diverse peoples. We aim to create pathways for Indigenous women and Two Spirit individuals to build skills and obtain employment in the skilled trades and growing new green economy. 

Job Summary 

We're looking for a detail-oriented and tech-savvy Intake Coordinator to support participant registration, onboarding, and records across our green building and sustainability training programs. This role is central to creating a smooth, welcoming experience for participants from their first point of contact through program completion. You'll work closely with our Marketing Coordinator on participant communications and support our Project Manager on logistics, while also playing a lead role in rebuilding and streamlining our current intake and onboarding processes using software tracking tools. This is a great fit for someone who loves bringing order to complexity and who's excited to build systems, not just maintaining them.

Key Responsibilities

·         Manage end-to-end registration and intake for participants across three program types (community-based, hybrid workforce development, and online courses) 

·         Design, build, and maintain intake/onboarding workflows in Monday.com, with an eye toward restructuring current processes for better efficiency and clarity 

·         Coordinate onboarding communications in close collaboration with the Marketing Coordinator (e.g., registration confirmations, pre-training info, reminders) 

·         Liaise with partner organizations (Indigenous communities, Friendship Centres, educational institutions) on registration and onboarding logistics 

·         Maintain accurate and up-to-date participant records and contact management systems 

·         Coordinate appropriate distribution of participant supports (e.g., allowances, childcare reimbursement) based on program/participant type 

·         Support the Project Manager with logistics as needed.  

·         Identify gaps or inefficiencies in current registration/onboarding systems and propose improvements 

Qualifications

Required:

·         1-2 years of experience in a coordinator, administrative, or program support role 

·         Demonstrated experience using Monday.com (or similar project/workflow management tools) to build and manage workflows or systems

·         Strong proficiency with Microsoft 365 tools, particularly Teams, OneDrive, SharePoint, and Outlook

·         Excellent organizational skills with a strong attention to detail

·         Strong written and verbal communication skills, with a participant-facing, welcoming approach

·         Comfortable working independently and taking initiative to identify and solve process gaps

·         Must be located in Canada and comfortable working typical working hours in EST 

Assets (nice-to-have, not required):

·         Experience or familiarity working with Indigenous communities, organizations, or cultural protocols

·         Experience in the training, education, or workforce development sector

·         Experience with Mailchimp or other email marketing/contact management platforms

·         Background in green building, sustainability, or related fields

Inclusion, Diversity, Equity & Accessibility  

We advocate for the presence and contributions of all people regardless of race, colour, religion, age, genetic status, sex, military status, or disability that does not prohibit performance of essential job functions. As an Indigenous organization, Keepers of the Circle has an affirmative action policy that prioritizes the hiring of Indigenous Peoples and community affiliates. We encourage applicants who identify as Indigenous (First Nation, Metis, or Inuit) or an affiliate to bring this to our attention in your cover letter. Please let us know of any specific requirements during the application process by emailing hr@keepersofthecircle.com - we are happy to work with you on accommodation requests.  
 

How To Apply  

Applications will be accepted until the positions are filled. Please send your resume and cover letter to careers@keepersofthecircle.com with the subject title “Intake Coordinator Job Application - (Your Name)”