Program Recruitment & Admissions Coordinator(s):About You:
You understand the seasonal nature of the industry, the wide range of occupations and career pathways, employer hiring practices, workplace expectations, and the skills required to succeed. Drawing on your industry experience, you engage with prospective participants, assess their suitability for the program, and provide realistic guidance about careers in landscape horticulture.
You recognize that effective intake is more than processing applications. You apply program eligibility and suitability criteria consistently, exercise sound judgment, maintain accurate and confidential records, and ensure each applicant receives a professional, supportive, and informative onboarding experience. You are comfortable managing high volumes of applications, coordinating with internal teams and employer partners, and continuously improving the efficiency and quality of the intake process
As the Recruitment & Admissions Coordinator, you bring significant experience in Ontario’s landscape and horticulture industry, and a strong understanding of the careers, businesses, and workforce that make up the sector.
You understand the seasonal nature of the work, the range of occupations and businesses within the sector, typical working conditions, employer hiring cycles, workforce challenges, and emerging industry trends. You can use this knowledge to speak confidently with job seekers and provide realistic information about career opportunities, workplace expectations, and industry pathways.
You understand that a strong intake process requires more than completing forms. You apply eligibility and suitability criteria consistently, exercise sound judgment, maintain accurate records, and ensure every applicant receives clear information and an appropriate next step. You are comfortable managing high application volumes, coordinating across teams, and identifying ways to improve intake quality and the applicant experience.
What You’ll Be Doing:
You will serve as a primary point of contact for people interested in GROW and apprenticeship services delivered through the Skills Development Fund project. You will support recruitment, respond to inquiries, explain available services and industry expectations, assess eligibility and suitability, facilitate information sessions and interviews, and coordinate admissions and registration activities.
You will support the recruitment and admissions process from initial outreach and inquiry through assessment, selection, registration, referral, and internal handoff. Using your knowledge of Ontario’s landscape and horticulture industry, you will help applicants understand available occupations, training and apprenticeship pathways, working conditions, employer expectations, and potential career opportunities.
You will work closely with the GROW Program Lead and collaborate with apprenticeship, employment and career development, marketing and outreach, and systems and data staff to create a smooth applicant experience across SDF services and streams.
What You’ll Be Responsible For:
- New Entrant Inquiries and Applicant Support:
- • Serve as a primary point of contact for job seekers interested in GROW’s New Entrant stream.
- Respond to inquiries received through email, telephone, online forms, partner referrals, and in person.
- Provide clear information about New Entrant eligibility, timelines, training, participation requirements, employment services, available supports, and next steps.
- Explain the range of occupations, career opportunities, working conditions, and employer expectations within the landscape and horticulture industry.
- Guide applicants through forms, document submission, information sessions, interviews, and registration.
- Maintain timely, professional, and consistent communication throughout the intake process.
- Identify inquiries that fall outside the New Entrant stream and refer them to the appropriate GROW or Workforce Development contact.
- Eligibility, Assessment and Selection:
- • Review New Entrant applications and supporting documents for completeness, eligibility, suitability, and program fit.
- Conduct intake conversations and interviews to understand applicants’ employment goals, previous experience, availability, readiness, circumstances, and support needs.
- Use industry knowledge to assess whether applicants understand the nature and expectations of landscape and horticulture work.
- Provide realistic information about seasonality, schedules, working conditions, essential job demands, hiring cycles, and career pathways.
- Apply established eligibility and suitability criteria consistently and document the basis for intake decisions.
- Coordinate applicant interviews, assessments, and selection activities with the GROW Program Lead and relevant program staff.
- Follow up on missing information and support applicants in completing outstanding requirements.
- Escalate complex eligibility, suitability, privacy, or participant-support questions to program leadership.
- Refer applicants who are not eligible or suitable to appropriate community, employment, training, or other workforce-development resources when possible.
- Registration and Participant File Coordination:
- • Create and maintain participant intake files in accordance with GROW, Ministry, privacy, and funding requirements.
- Enter application, eligibility, registration, referral, and participation information into required program systems.
- Track applicants through each stage of the intake and registration process.
- Follow up with applicants regarding incomplete forms, missing documentation, interview requirements, and outstanding actions.
- Information Sessions and Intake Activities:
- • Prepare program information presentations, registration lists, attendance records, session materials, and follow-up communications.
- Explain program eligibility, training expectations, participant commitments, available supports, and employment pathways.
- Provide applicants with realistic information about industry seasonality, employer hiring patterns, workplace expectations, and career progression.
- Coordinate applicant interviews and selection activities, including scheduling, panel participation, communications, materials, and results.
- Provide applicants with timely updates about their application status and next steps.
- Support intake activities at partner locations, community sessions, career fairs, and industry events when required.
- Referrals and Program Handoffs:
- • Prepare participant files and intake summaries for handoff to training, employment services, and other New Entrant staff.
- Communicate relevant participant needs, barriers, accommodations, and outstanding requirements to authorized program staff.
- Maintain appropriate consent, privacy, and confidentiality throughout the referral and handoff process.
- Participate in partner information sessions and meetings related to New Entrant recruitment and intake.
- Intake Coordination and Quality:
- • Coordinate the New Entrant intake workflow and maintain visibility into inquiries, applications, eligibility reviews, interviews, registrations, referrals, and outstanding actions.
- Maintain intake service standards, communication templates, eligibility tools, interview processes, and registration checklists.
- Monitor application volumes, waitlists, conversion rates, incomplete files, upcoming cohorts, and risks to participation targets.
- Consider industry hiring cycles and cohort timelines when coordinating intake and applicant communications.
- Identify recurring barriers, service gaps, and opportunities to improve the applicant experience and intake process.
- Conduct quality reviews to ensure participant registrations are complete, accurate, consistent, and funder-ready.
- Provide regular intake updates and recommendations to the GROW Program Lead and relevant program staff.
- Coordinate intake priorities with recruitment, training, employment services, systems, data, and program leadership staff.
- Support New Entrant reporting by maintaining complete, timely, and reliable intake records.
Requirements:
- Significant experience working in Ontario’s landscape and horticulture industry.
- Demonstrated knowledge of the industry’s seasonal business cycles, employer hiring patterns, occupational sectors, working conditions, workforce challenges, training pathways, and emerging trends.
- Ability to use industry experience to provide realistic career information, assess program fit, and guide applicants toward appropriate services and pathways.
- Experience in participant intake, registration, program coordination, admissions, workforce development, employment services, or a related field.
- Experience reviewing applications, assessing eligibility or suitability, coordinating registrations, and maintaining participant files.
- Experience supporting job seekers, career changers, or individuals entering a new industry.
- Excellent written, verbal, presentation, and interpersonal communication skills.
- Ability to explain program requirements and industry expectations in clear, accessible language.
- Strong judgment and the ability to apply eligibility and selection criteria consistently and fairly.
- Strong organizational and time-management skills, with the ability to manage high inquiry volumes, multiple participant files, and competing deadlines.
- Exceptional attention to detail and a commitment to complete, accurate, and timely documentation.
- Ability to handle confidential and sensitive personal information professionally.
- Experience facilitating virtual or in-person information sessions.
- Proficiency with digital collaboration, database, registration, and program-management tools.
- Ability to analyze intake activity, identify risks, and recommend process improvements.
- Ability to work independently, take initiative, solve problems, and collaborate across teams.
- A valid Ontario driver’s licence and access to reliable transportation are required.
About this position:
- One to two casual, part-time positions are available, depending on operational needs.
- Flexible hours are expected from Fall 2026 to late Winter 2027.
- Salary: $40-$60/per hour. Hours: Variable, typically up to 25 hours per week, with occasional weeks of up to 40 hours based on program needs. 4% vacation pay.
- This position works in a hybrid environment, with attendance at the Landscape Ontario office and in-person meetings or program activities required as needed.
- Reports to the GROW Program Lead and works closely with apprenticeship, employment and career development, marketing and outreach, and the broader Workforce Development team.
- Some evening or weekend work is required based on information sessions, interviews, cohort activities, and events.
- A valid Ontario driver’s licence and access to reliable transportation are 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.
