Administrator, Programs

6 months ago

Oshawa, Canada Durham Family Court Clinic Full time

Do you want to be part of a dynamic Team working towards building safe, hopeful, healthy communities? Are you passionate about providing hope to young people and families? If you answered yes to these questions, you may be exactly who we're looking for

Durham Family Court Clinic (DFCC) is committed to equity, diversity, inclusion, and accessibility together with anti-oppressive, anti-discrimination and anti-racism practices and approaches. DFCC employees are also expected to demonstrate this commitment as well as a commitment to DFCC’s Vision, Mission, Core Values, and strategic direction. Our goal is to attract, develop, and retain highly talented employees from diverse backgrounds allowing us to benefit from a wide variety of experiences and perspectives.

At DFCC we’re all about safe, hopeful, healthy communities through delivering high-quality, culturally responsive services while promoting and empowering positive outcomes for children, youth, families, and communities.

**Position Summary**

The Administrator, Programs reports to the Program Director and supports enhancing the efficiency and smooth operations of the Program Teams. This position is dedicated to coordinating assessments, providing administrative support to program intake and report, streamlining administrative procedures, and managing outgoing and incoming correspondence with various parties and liaisons.

**Key Responsibilities**

Activities include but are not limited to:

- Provide comprehensive administrative support to various programs and executive staff, ensuring smooth operations.
- Manage and maintain client files and program databases, ensuring data accuracy and confidentiality.
- Manage purchasing, supply inventory, administration for programs, training and clinical needs.
- Coordinate assessment appointments and liaise with legal and youth judicial stakeholders to ensure program alignment and effective communication.
- Oversee the collection and analysis of program statistics and operational data for informed decision-making. Data entry and report coordination with the Ministry of Children, Community and Social Services, and occasionally with other Ministry organizations.
- Collaborate with Program Director to identify challenging areas for simplification within administrative processes. Implement strategies to make administrative workflow simpler and better.
- Maintain open and effective communication with Program Director and co-workers on the program teams, providing regular updates on progress, challenges, and solutions related to program support administrative activities.
- Oversee the scheduling of maintenance for program-specific equipment and supplies, including vehicle, to ensure operational efficiency and reliability.
- Provide back-up support to the Administrator, Executive and Operations role that reports to the Executive Director.
- Assist in organizing and executing events, campaigns, and meetings, collaborating with relevant teams to ensure smooth logistics and execution.

**Experience, Training and Education**
- Post-secondary education or diploma in Business Administration or equivalent.
- At least 2 years of experience in administrative support or stakeholder coordination.
- Experience in a not-for-profit organization or agency is preferred.

**Competencies**
- **Organizational Skills**: Strong ability to manage schedules, maintain files, organize documents, and handle multiple tasks and projects simultaneously with effectiveness.
- **Communication and Interpersonal Skills**:Excels in verbal and written communication, ensuring effective interactions with diverse groups.
- **Attention to Detail**: Meticulousness in ensuring accuracy and completeness in all administrative tasks and documentation.
- **Problem-Solving Skills**: Ability to identify issues, analyze situations, and implement effective solutions promptly.
- **Discretion and Confidentiality**: Understanding the importance of handling sensitive information with integrity and maintaining confidentiality.
- **Time Management & Adaptability**: Prioritizes tasks and adapts to changing demands with a positive attitude.
- **Customer Service Orientation**: Commitment to providing high-quality support and service to internal and external stakeholders.
- **Empathy and Sensitivity to Client Needs**: Demonstrates understanding and empathy towards the issues facing young people and families, especially those at high risk or in legal conflicts

**Hours of Work**
- 35 hours per week
- Regular business hours 8:30 a.m. to 4:30 p.m. Monday to Friday.
- This position requires being on-site at the DFCC office location (201 - 44 Richmond Street West, Oshawa, ON, L1G 1C7) Monday to Friday.
- Flexibility is required to meet service delivery needs or urgent situations (e.g. occasional evenings or weekends).

**Job Types**: Full-time, Permanent

**Benefits**:

- Casual dress
- Extended health care
- On-site parking
- Paid time off

Flexible Language Requirement:

- Fre

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