Gateway Association Overview Join the Team That’s Been Changing Lives Since 1975 What started as a bold vision by a group of determined parents has grown into one of Alberta’s leading disability organizations supporting equity-seeking individuals and families.

At Gateway

Association, we’re more than a nonprofit — we’re a community-focused force for change. With deep roots and forward-thinking approaches, we support individuals with disabilities and their families to navigate systems, achieve goals, and thrive in welcoming, equitable communities and workplaces.

The Edmonton Employment Resource

Centre (EERC) applies integrity and subject matter expertise to talent-matching and employment retention services to support engaged, inclusive workplaces. We assist job-seekers to overcome barriers and occupy meaningful employment roles, while building employer capacity for diversity and inclusion.

Role Overview As the Program Administrator & Intake Support, you will play a key role in creating a positive and welcoming experience for individuals connecting with Gateway services. Working closely with the Database & Office Manager, you will provide administrative, communication, and participant intake support that helps people access our services efficiently and effectively. This role combines intake coordination support, program administration, and office support.

You will perform and maintain critical tasks/process connected to both the EERC and the wider Edmonton office, such as being the primary contact for program inquiries / referrals through Gateway’s main phone line and shared email inbox. Success in this role comes from balancing strong administrative skills with a people-centred approach. Within the intake process for prospective participants / applicants, a focus will be to reduce delays in contacting and scheduling prospective participants.

You will provide essential support to the intake process by initially responding to prospective participants’ inquiries, administering applications, and providing next steps and follow-up to applicants. Overall working to reduce barriers to service access and improve the participant experience.

Direct Duties Intake Coordination

Support (approximately 50%)

Maintain knowledge of all Gateway programs and inform on eligibility requirements, program services/components, and next steps to prospective participants

Send introductory/welcome resources and program information to prospective participants

Manage and respond to program applications from interested prospective participants

Enter applicants’ data in applicable Gateway collection systems: Apricot, SharePoint, and Compass

Schedule and send information regarding initial intake appointments to applicants

Coordinate and support applicants’ communications and intake-related follow-up throughout intake processes

Contact applicants on waitlists when service capacity becomes available

Provide back-up support for the Intake Coordinator, when needed (e.g. vacation or personal days)

Contribute to the continuous improvement, accessibility, and efficiency of intake processes Edmonton Employment Resource Centre (EERC) Program Administration (approximately 30%)

Manage the EERC’s general inbox and provide quality responses to all inquiries & referrals

Attend weekly team meetings, capture meeting minutes, and provide insights regarding administrative and intake support, where applicable

Create, update,



and enter workshop information in Eventbrite & Apricot, generating reports and registration lists, as needed

Support the EERC’s workshops & information sessions through communications by ensuring all prospective participants / participants receive information to attend

Conduct weekly timesheet reviews and approvals for EERC’s team members

Oversee EERC marketing/event materials, Community Pantry, and interview clothing inventories

Support the Database and Office Manager with data entry in relation to the Resource Center and bi-monthly data audits, to ensure data protocols are being followed Edmonton Office & Vendor Administration (approximately 20%) Answer & promptly respond to Gateway’s main phone line & voicemail

Monitor the front desk for in-person inquiries on in-person office days (3 days per week)

Manage relationships with Edmonton Office’s vendors, service providers, and renters/sub-leasees

Co-monitor and address inquiries sent to the main Gateway email address

Oversee inventory of the office’s furniture, decorations, office supplies, meeting rooms, etc.

Maintain & manage meeting rooms, including the room bookings app and In-Office Schedule

Support office orientation & onboarding for recent Edmonton team members

Maintain the phone system, including initial troubleshooting and creating support tickets

Oversee our in-house Custodian’s day-to-day, providing guidance and connection when required

Participate in administration meetings, including weekly agency administration meetings and Edmonton Office Quarterly Meetings

Engage and support Gateway’s events and community promotions, as needed The Commitment Full-time position, working 37.5 hours/week. We believe in work-life balance and are committed to keeping the workload aligned with the true hours worked.

At Gateway

Association, we strive for roles to be permanent and continuous. However, as a registered charity supported by government funding, private foundations, grants, individual donors, and fundraising efforts, some funding is term-based with variable contract lengths. As a result, certain positions may conclude unless funding is renewed or extended or new funding is obtained.

Reports To: Database & Office Manager

Supervises: No Direct Reports What You Can Bring to Gateway Education & Experience

Experience working in an office/project administration or project coordination role.

Experience working with the public (particularly families, people with disabilities, and youth).

Education or experience with Microsoft 365 (Outlook, SharePoint, Bookings, Teams, Word, etc.).

Education or experience in career/employment development, human/social services, community development, or nonprofits are considered assets.

Education or experience with Apricot and Compass is considered an asset. Knowledge & Skills

Exceptional communication skills and a strong desire to work collaboratively.

Professional ethics, specifically pertaining to service access, power dynamics, and confidentiality.

Strong organizational skills, the ability to prioritize, and highly detail-oriented. Equity & Inclusion





Lived experience is highly valued.

Demonstrated commitment to equity, diversity, and inclusion.

Foundational understanding of anti-racism principles, structural oppression, and related terminology (desirable; training provided).

Additional

Requirements

Applicants must primarily reside in and work from Edmonton (or greater surrounding area).

Employment conditional upon a satisfactory Police Information Background Check.

Must have access to a personal vehicle for work-related purposes and provide satisfactory evidence of a valid driver’s license, current vehicle registration, and proof of third-party liability insurance.

New hires are subject to a 6-month probationary period.

Gateway Value

Proposition (Compensation & Benefits) Compensation & Benefits

Salary Range: $66,000.00 - $72,000.00 annually Health Benefits: 50/50 Employee/Employer Paid Premiums

Paid Time Off: Annually 15 vacation days, 9 personal days, and an extended winter break (during this period there will be rotating coverage and an intermittent schedule to ensure community needs are supported. Flexibility and collaboration in scheduling will be required)

Schedule: Flexible family-friendly schedule Work Conditions Responsibilities: Administrative computer work, occasional travel within Edmonton for errands, infrequent travel for events within Alberta, frequent communication (calls, email, video conferencing, meetings, etc.) with prospective participants, colleagues, participants, vendors, etc.

Hybrid Work Model: Combination of office (3 days/week), home and community settings. Although this role follows a hybrid work model, it requires 3 days per week of in-office work.

Workplace Culture: Commitment to reflective practice and continuous learning, Leadership dedicated to anti-oppressive practices, and ongoing evaluation of internal and external practices to ensure meaningful impact. Our Application and Hiring Process and Timeline Application Requirements: Send a PDF version of your Resume & Cover Letter to: [email protected] Preferred Start Date: September 10, 2026 (or sooner, if possible)

Competition Closing Date: Friday, August 21, 2026, at 4:00 PM MST

Posting Type: Internal & External Candidates Considered

Number of Positions Available: 1 Application Process:

We will review applications on a continuous basis until the position is filled

We plan to conduct virtual interviews between August 25-28, 2026

Candidates scheduled for interviews will be provided with questions in advance.

All interviewed candidates will be notified of their status in the application process as it proceeds.

While we’d like to connect with everyone, we simply don’t have the capacity to reply to all applications. Only those selected for an interview will be contacted.

Inclusion and Accommodation Gateway is committed to maintaining a diverse, inclusive, and equitable workplace where each employee can be supported and valued for their contributions. We are an equal opportunity employer, which means all qualified applicants will receive consideration regardless of race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, disability, or age. Accommodations within our recruitment process and on the job are practiced and applied as needed.

Please contact Human Resources at [email protected] or call (phone hidden) to request or discuss any accommodations.

📌 Program Administrator & Intake Support (Alberta)
🏢 Gateway Association Alberta
📍 Alberta