Program Assistant

6 months ago

Waterloo, Canada Region of Waterloo Full time

**Our Story**:
Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving, and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect, and innovation.

This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.

**Description of Duties**:
Provides program and administrative support to program/division management and staff. Provides customer service to clients, staff, and the public. Acts as a program resource to staff regarding file management and computer software.

**Duties/Responsibilities**:

- Provides program and administrative support to program/division management and staff. Creates, transcribes, formats and edits documents (e.g., agendas, meeting minutes, manuals, forms, client charts, letters) and circulates for signature/approval by deadlines.
- Responds to inquiries from the public, government agencies, other health units, departmental, and other staff. Takes messages/transfers calls to staff, including those requiring immediate assistance. Refers the public to resources.
- Screens clients and obtains personal health information to determine need and service eligibility. Creates and maintains client records/charts and schedules clients for clinic appointments using electronic medical records system, and electronically scans and summarizes laboratory results and clinic documentation into same. Retrieves requested documents from client record/chart physician referrals and release of information requests. Reminds clients of their clinic appointments and maintains clinic attendance records.
- Receives incoming confidential laboratory results and monitors throughout the day for positive cases. Refers urgent and positive results to staff immediately for follow-up.
- Collects and enters data into databases (e.g., internal, provincial, web-based), follows up with program staff for missing information, and runs related reports. Provides administration and coordination for TB and medical surveillance. Reconciles TB data for Ministry reporting, with other staff. Creates and maintains spreadsheets to support program planning and forecasting requirements. Summarizes data using information graphics. Creates and maintains contact lists for the program.
- Orders, distributes, tracks, and maintains an inventory of program supplies (e.g., contraceptives, medications, harm reduction and medical supplies) for clinics, physician offices, and community partners; rotates inventory. Monitors temperatures daily for HIV test kits_._
- Enters hours worked by casual nurses into a time and attendance management system. Creates, tracks, and maintains courses, workshops, and events in the training registration system for the Division. Registers staff for orientation/training sessions.
- Tracks, reconciles, and submits invoices for reimbursement, including monthly OHIP claims and immunization dosage claims (schools, clinics, public health). Monitors_ _revenue accounts to ensure reimbursement is received for cost recovery.
- Coordinates logistics for immunization clinics, meetings, events, and workshops (e.g. reserves meeting rooms/venues, organizes catering, registers attendees, sets up/takes down equipment).
- Designs and develops materials for program services and staff (e.g. forms, templates, presentations, promotional materials) for approval. Maintains program resources.
- Obtains price quotes, processes invoices, purchase requisitions, and credit card statements within deadlines. Monitors, reconciles, and forecasts operating expenses for program budgets, using the corporate financial system. Investigates financial discrepancies with Finance/suppliers and provides regular updates to management. Runs related financial reports for management. Reconciles cash sales for birth control sold through school programs and honorariums for programs.
- Acts as a resource to program staff for administrative procedures. Makes recommendations and provides input as required regarding the development of new/revised administrative procedures, systems, and protocols. Maintains position/operating manual and job task summaries.
- As Records Assistant, maintains records management systems. Assists staff with information requests and follows corporate standards for file storage, retrieval, and disposal.
- Processes mail, faxes (including advisories), and arranges for courier service.
- Keeps keys for program/storage areas and unlocks/secures doors, as required. Submits facility work orders, as required.
- Participates in and provides input at meetings (e.g., divisional, program

  • Research Graduate Programs Assistant

    6 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 1 Year** **Responsibilities**: Administrative - Provide administrative support to the Research Graduate Programs Coordinator and the Associate Director, Graduate Studies for the MSc and PhD academic cycles, adhering to UW, Faculty of Health andSchool policies and procedures - Assist in maintaining and managing all graduate student records...

  • Program Assistant

    6 months ago

    Waterloo, Canada Region of Waterloo Full time

    **Our Story**: Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving, and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy,...

  • Program Assistant

    4 weeks ago

    Waterloo, Canada Region of Waterloo Full time

    Program Assistant (Contracts & Service) **Job Number**:1883 **Job Type**: Full-Time **Location**: 925 Erb St W - Administration Building **Job Category**: Environmental **Number of Positions**:1 **Department**: Contracts and Customer Service **Division**: Engineering and Environmental Services **Hours of Work**: 35 **Union**: CUPE 1883 **Grade**: CUPE 1883...

  • Program Assistant

    5 months ago

    Waterloo, Canada Region of Waterloo Full time

    **Our Story**: Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy,...

  • Program Assistant

    5 months ago

    Waterloo, Canada Region of Waterloo Full time

    **Our Story**: Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving, and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy,...

  • Program Manager

    5 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: Reporting to the Administrative Officer, the Program Manager oversees the Psychology program with the collaboration of the Associate Chair Undergraduate, the Associate Chair Graduate, the HRM Director, and the program coordinators. This position coordinates the Psychology programs, supervises, and strategizes to ensure it is a success. **Term: 1...

  • Program Assistant

    3 weeks ago

    Waterloo, Canada Region of Waterloo Full time

    Program Assistant (Child, Dental & Family Health) **Job Number**:1879 **Job Type**: Full-Time **Location**: 99 Regina Street, Waterloo, ON **Number of Positions**:1 **Department**: Child, Family and Dental Health **Division**: Public Health and Paramedic Services **Hours of Work**: 35, Monday to Friday, 8:30am to 4:30pm (2 days a week in office, with...

  • Graduate Program Coordinator

    7 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The Graduate Program Coordinator administers academic services and advises graduate students in the department. The position is responsible for providing effective administrative support to the Associate Chair, Graduate Studies, occasional administrative support to the Chair, and general support to faculty in the...

  • Assistant to The School of Social Work, Msw Program

    6 months ago

    Waterloo, Canada Renison University College Full time

    Respected as an inclusive community that values the diversity of its faculty, staff, and students, Renison is committed to engaged education for the well-being of the world, offering degree programs reflecting social engagement through the School of Social Work, and the Social Development Studies Department; global engagement through our Culture and Language...

  • Program Manager

    3 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The Program Manager is accountable to the Principal Investigator and is responsible for coordination of all aspects of the development, implementation, and reporting of several research projects, for making substantive contributions to scientific papers and research proposals, for managing and forecasting project budgets and expenses, and for...

  • Housing Programs Advisor

    6 months ago

    Waterloo, Canada Region of Waterloo Full time

    **Our Story**: Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy,...

  • Program Manager

    7 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The Program Manager (PM) reports to the Associate Director, Academics and Student Affairs to support and manage the administration of the optometry professional program in the School of Optometry and Vision Science, and to the Administrative Officer for staff supervision and human resources related requirements. Significant aspects of this position...

  • Outreach Program Coordinator

    4 weeks ago

    Waterloo, Ontario, Canada University of Waterloo Full time

    Job SummaryThe University of Waterloo is seeking a highly motivated and organized Outreach Coordinator to join our team. As an Outreach Coordinator, you will be responsible for assisting with the development and delivery of programs targeting elementary and secondary school audiences that fulfill the School of Accounting and Finance's outreach mandate.Key...

  • Compass Program Manager

    6 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 1 year** This position is responsible for accomplishing strategic objectives by overseeing multiple project activities and coordinating cross-project activities within the COMPASS program of research (Cannabis use, Obesity, Mental health, Physical activity, Alcohol use, Smoking, Sedentary behaviour). The Program Manager provides leadership...

  • Undergraduate Program Coordinator

    3 weeks ago

    Waterloo, Ontario, Canada University of Waterloo Full time

    Job Summary:The Academic Advisor for Undergraduate Students provides academic guidance to students in their department. In collaboration with other members of the department, they are responsible for the effective administration of the undergraduate program and for enhancing student success through appropriate advisement and support.Responsibilities:Advises...

  • Supervisor, Dental Program

    6 months ago

    Waterloo, Canada Region of Waterloo Full time

    **Our Story**: Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving, and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy,...

  • Graduate Advisor and Program Coordinator

    3 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The Graduate Advisor and Program Coordinator, in cooperation with the Graduate Program Manager, will provide service to graduate students to enhance their overall experience in the Kinesiology and Health Sciences Department and at the University of Waterloo. This position reports to the Graduate Program Manager and is also accountable to the...

  • Lifestyle & Programs Manager

    7 months ago

    Waterloo, Canada Chartwell Full time

    The Lifestyle and Program Manager is responsible for developing and coordinating meaningful programs and services to meet the social, physical, intellectual, emotional, vocational and spiritual needs of all residents. Assists in maintaining a safe and secure environment for residents, visitors and other staff members. All duties are performed in the best...

  • Scheduler with Programming

    5 months ago

    Waterloo, Canada Riverside Millwork Group Full time

    We are seeking a dynamic and versatile scheduler with expertise in programming and design to join our team. In this role, you will play a pivotal part in optimizing production schedules, integrating programming and design elements, and driving continuous improvement in our manufacturing processes. The Scheduler will work closely with various departments to...

  • Engineering Program Coordinator

    2 weeks ago

    Waterloo, Ontario, Canada University of Waterloo Full time

    Role OverviewThe University of Waterloo seeks a highly motivated and organized Engineering Program Coordinator to provide administrative support to the Department of Civil & Environmental Engineering. This role will work closely with the Associate Chairs, Chair, and other department staff to ensure the smooth operation of academic programs.Key...