POSITION TYPE: Full-Time Contract (9-Months — Possibility of Extension)
DEPARTMENT: SBCCI
AFFILIATION: Non-Unionized Position
LOCATION: Tropicana’s Head Office, 1385 Huntingwood Drive, Scarborough, ON
HOURS: 9am – 5pm, Mon – Fri; 35 hours per week. Occasional Evenings/Weekends as required for facilitation of programs
START DATE: August 2025
About the Organization
For over 45 years, Tropicana Community Services (TCS) has been a pillar of strength and support, proudly standing as one of Canada's largest Black-led, Caribbean and Black-serving (B3) organizations. Our mission is to empower youth, newcomers, and families through culturally responsive services rooted in education, employment, and community development and we deliver on it through a diverse array of programs tailored to meet the needs of our community.
About the Position
The Bilingual Project Officer will provide administrative, coordination, and communication support for grant-funded initiatives, including the SBCCI program. This entry-level role requires a detail-oriented, organized, and bilingual (French/English) individual who can support the grant team with application intake, document management, stakeholder communication, and translation. The Bilingual Project Officer will assist with maintaining project documentation and ensuring accessible and responsive communication with both English and French speaking stakeholders.
Areas of Responsibility
Planning & Program Development:
- Assist with the implementation and coordination of grant and project activities in alignment with departmental and funder goals
- Support the development and translation of communication materials and application resources
- Assist in scheduling, coordinating, and preparing for meetings, review committees, and applicant support sessions in both official languages
- Participate in reviewing grant applications for completeness and accuracy
- Provide bilingual support in the preparation of correspondence, notices, and updates to applicants and grantees
- Liaise with internal project teams to collect and share program-related information and grant applications in our electronic tracking system and ensure accuracy of information
- Draft institutional correspondence, forms, and assurances related to grant applications and grants management
- Review research agreements, liaising with internal stakeholders, including project teams to obtain relevant information
Financial Management:
- Assist with tracking and organizing budget and grant-related documentation for the department
- Support the collection and consolidation of financial documents submitted by grantees
- Help maintain internal budget trackers and financial records
- Preparing briefing notes, memos, and financial summaries in both official languages
- Prepare requisitions for the grant programs and submit to the Manager in a timely manner
Administrative Tasks:
- Conduct preliminary reviews of incoming applications to ensure required documents are present and properly completed
- Manage digital and physical filing of project documents, including correspondence, approvals, and grant agreements
- Ensure all grant-related materials are available in both French and English, as applicable
- Track incoming submissions and help maintain accuracy across internal databases
- Support internal teams in using grant platforms, forms, and templates
- Assist in the preparation of internal status updates and monthly activity summaries
- Other duties as assigned
Information Technology:
- Use online platforms and systems to input, manage, and retrieve project data.
- Ensure accuracy and confidentiality of all data managed in both English and French
- Support internal team members with digital file sharing, document access, and bilingual formatting
Skills and Qualifications
Education:
- Post-secondary diploma in Business Administration, Public Administration, Communications, or a related field
- Fully bilingual in English and French (oral and written); strong writing and editing skills in both languages
Work Experience:
- 1–2 years of experience in an administrative or coordination role, preferably within a community or nonprofit setting
- Excellent organizational skills with a keen attention to detail
- Strong interpersonal skills and the ability to work with diverse communities and partners
- Experience using Microsoft Office, shared drives, and basic data entry systems
- Demonstrated excellent oral and written communication skills, interpersonal and organizational skills, and demonstrated ability to take initiative and solve problems
- Resourcefulness and an ability to quickly find, learn, and assimilate new information is a must
- Lived experience of the Black, African & Caribbean community, in particular, knowledge of cultural diversity and anti-Black racism issues
Although we appreciate each application, only those candidates being considered for the position will be contacted.
Tropicana Community Services commits to promoting inclusion, diversity, equity, and access (IDEA) through its information and support, advocacy, programming, internal policies, and governance structures. Tropicana Community Services will aim to ensure that our staff reflect the experience, skills and diversity of the communities we serve and create an inclusive, barrier-free work environment, beginning with the recruitment process. If you have restrictions that need to be accommodated to fully participate in any phase of the recruitment process, please contact Human Resources. All information received in relation to accommodation will be kept confidential.
