Program Assistant

3 weeks ago

Etobicoke, Canada Canadian Mental Health Association- Peel Branch Full time

**Support your community. Advance your career. Fulfill your purpose**

Joining the Canadian Mental Health Association - Peel Dufferin Branch means you’ll be part of something meaningful. For starters, we’re honored to have received the Canadian Non-Profit Employer of Choice Award for our efforts to help people live better. Providing support and services to those who live with mental illness and addictions, we’re committed to increasing awareness and addressing the stigma surrounding mental health. That’s why we’ve made it a priority to create a diverse organization that represents the communities we serve - and the people we help.

**What We Offer**

As a community-based agency, we’re dedicated to the mental, physical, and social health of everyone - including our team members. That’s why we’re proud to offer a total rewards package that helps our team members balance their professional and home life. You’ll also be empowered to keep learning new skills and reaching your goals - from developing a career growth plan to participating in training sessions.
- In addition to competitive benefits like health, dental, EAP and life insurance, we offer our permanent team members some unique perks that really stand out:_
- 4 weeks accrued vacation
- 18 days accrued personal days
- Overtime paid in lieu
- HOOPP (Pension Plan)
- Ongoing professional development plus $250 annual funding for continuing education and certifications
- $250 annual allowance to invest in achieving your personal wellness goals

We are currently recruiting for a **permanent full-time Program Assistant - NEWWM (North Etobicoke, West Woodbridge and Malton).** This position will report to the Program Manager and will be based out of **10 Carlson Street, Etobicoke ON**.

The Program Assistant will support the multi-disciplinary team of Immediate Intervention Specialists, Case Managers, Peer Support Workers and Registered Nurses by providing administrative support to the Program Manager and team.

**Salary Range: $34,336.57 - $44,741.59 per year**

**What you will do**
- Acts as a liaison between the Program Manager and staff to ensure appropriate coordination and follow-up on day-to-day issues
- Light reception duties supporting the NEWWM team at our site in Etobicoke and welcoming clients into the space
- Manages confidential information in their capacity as Program Assistant to Management
- Manages and maintains the Program staff and Manager’s work schedule, including 24/7 shift schedule
- Creates, revises and improves systems and procedures by reviewing operating practices, record keeping systems and forms
- To enter and update client data and pull reports from the client data as required
- Supports the Manager in the Agency’s financial and HR administration processes as required
- Prepares Purchase Orders, Quote sheets and reconciles with invoices, ensuring appropriate follow up with Finance and Accounts Payables departments
- Tracks and reminds staff of registration for mandatory trainings
- Tracks and reminds the Manager of key dates such as PDPs, hire date anniversaries for their direct reports
- Book meetings, organize space, equipment and logistics, prepare agendas, record and distribute accurate minutes and action items as per Agency templates
- Prepare agendas, record and distribute accurate minutes and action items as per Agency templates; track and update action items from meetings
- Co-ordinate and organize events such as trainings and team days, including catering and logistics.
- Coordinate, attend, participate in team/staff meetings, and all-staff meetings as required
- Participate in agency quality improvement activities, e.g. accreditation projects, Information Systems Support and Privacy and Security committees, special events, etc
- Performs other duties and responsibilities including special project support, as assigned by the Manager

**What You Will Need**
- Post-secondary diploma in Business/Office Administration, or other relevant diploma, is required.
- Minimum 3 years of office administration experience, preferably in a healthcare setting
- Superior knowledge and understanding of administrative role supporting large multi-disciplinary teams
- Experience working in the non-profit sector is an asset
- Strong computer skills to navigate and utilize Microsoft Office Suite including Visio and Project, Outlook and Client Record Management Systems
- Expertise with database reports
- Excellent time management skills
- Excellent communication and organizational skills, able to manage competing priorities and deadlines in a fast-paced environment
- Enthusiastic problem solver and dedicated team player
- Ability to speak French or a second language is an asset
- Proof of administered full-series Health Canada approved COVID-19 vaccination prior to start date. If unable to be vaccinated for reasons relating to protected grounds under the Code, completed medical or religious exemption must be provided
- Valid C

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