Program Assistant

8 months ago

Nepean, Canada Western Ottawa Community Resource Centre Full time

**PROGRAM ASSISTANT - FAMSAC**

:
The Program Assistant - FAMSAC ensures the efficient operations of the FAMSAC Food Cupboard whilst ensuring the interests of clients and volunteers are served. The Program Assistant - FAMSAC will work closely with the Community Support Service Coordinators to establish relationships, network and connect with community organizations to develop community awareness and support for services across the city including through public education, capacity building and volunteerism.

PRINCIPAL RESPONSIBILITIES AND DUTIES:
Administers all day-to-day operations of FAMSAC including:

- Acting as the primary go-to-person for FAMSAC and as a general resource to volunteers regarding operations
- Triage issues as they arise whether from clients, volunteers or the public and provide guidance and support or delegate as appropriate, making clear decisions which are timely and in the best interests of the organization.
- Ensuring that clients are served with the highest level of respect, patience and understanding and that they are treated with dignity, leaving with a positive and professional experience each time they access the services of FAMSAC Food Cupboard.
- Ensuring applicable confidentiality at all times, except where required by law for reporting purposes.
- Provide support and supervision as needed for volunteers and/or staff to ensure the necessary skills and information to perform the duties of their positions
- Working with the food inventory coordinator to ensure:

- That all food that is donated/purchased is safely distributed.
- That food is ordered and purchased as required.
- The effective management of the safe receipt, storage and shipment of all products.
- Ensuring compliance with all health and safety, and food safety/handling regulations throughout the facility (includes developing standards, posting standards/procedures, training as necessary, ensuring staff and volunteer compliance, etc.)
- Developing and maintaining standard operating procedures and ensure staff and volunteer compliance.
- Support the Volunteer Coordinator with relevant activities as needed which may include ensuring:

- Volunteer requirements are confirmed, schedules for all volunteers are created, and replacement volunteer coverage is confirmed when necessary.
- Intake of potential volunteers is conducted to ensure the best match between the skills, qualifications, and interests of the volunteers and the needs of the organization.
- Volunteers feel appreciated and proud of their contribution to FAMSAC, Western, and the community, are kept abreast of happenings within FAMSAC and informed of additional opportunities to participate.
- Ongoing review, update and development of Volunteer Job Descriptions
- Accurate and timely recording/processing of volunteer mileage and volunteer hours;
- Volunteer databases and records are maintained
- Performance appraisals with volunteers are completed as needed
- Volunteer discussions around event planning, marketing and fundraising are led

**Advocacy**
- Increasing external awareness of FAMSAC Food Cupboard services to ensure success of programs within the community.
- Liaising with the Ottawa Food Bank, other area food cupboards, community resource centres and with the City of Ottawa to coordinate and improve service offerings, build and strengthen relationships with community service organizations and working with these organizations to identify further opportunities for additional wraparound support.
- Coordinating food drives, fundraising and other events with community partners.
- Contributing to FAMSAC’s social media channels to promote current needs, encourage donations and recognize donors.

**Community Education**
- Participating at internal and external meetings; including local and/or regional service related committees/work groups/networks, public relations events, fundraising events, and media contacts as requested.
- Developing community strategies to increase awareness of issues affecting members of our communities served
- Responding to community requests for information
- Presentation to community groups as requested
- Collaborate with Corporate Service for internal and external publication of promotional material

**Coordination of service and policy**
- Maintaining positive relations with grocery stores, corporate donors, and community stakeholders regarding deliveries, pick-ups, product quality, and management of expectations
- Working with the client intake coordinator to ensure that client files are accurately and appropriately maintained through online client database
- Setting priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities.
- Providing input into annual budget.
- Working cooperatively and effectively with others to set goals, resolve problem, and make decisions that enhance organizational effectiveness.
- Providing referrals to external service providers as needed.

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