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Program Assistant

7 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