Program Data Specialist

2 months ago

Toronto, Canada HOPE AND ME- Mood Disorders Association Of Ontario Full time

**Title**

**Program Data Specialist**

**Reports To**

**Executive Director/ CEO**

**Summary**

The **Program Data Specialist **position is vital to the smooth and efficient operation of Hope +Me-MDAO program. The incumbent liaises with our cloud-based system vendors to analyze and troubleshoot issues and find the best way for our data to be collected. Also performs data entry regarding client and appointment information, group attendance, and program participation on a cloud-based management system called EMHware.

They are the go-to person to answer basic questions about our program's cloud-based systems (EMHware, Acuity, and Granite) to ensure programs run smoothly and efficiently with effective organizational, clerical, and customer service skills. It is critical that they uphold the operational flow of programs to provide administrative and program continuity by responding to changes within programs.

**Core Competencies**
- Decision Making and Judgement
- Ethics and Integrity
- Planning and Organizing
- Enforcing Laws, Rules, and Regulations
- Mediating and Negotiating
- Coaching and Mentoring
- Communication
- Energy and Stress

**Job Duties**
- Performing data entry regarding client and appointment information, group attendance, and program participation on a cloud-based management system called EMHware.
- Complete data entry regarding program registration on a cloud-based appointment management system called Acuity.
- Performing administrative support for program operation as assigned, such as documenting participant feedback and evaluation, transcribing testimonials, and producing minutes.
- Coordinating with vendors on office software licenses. (EMHWARE, Acuity, and Granite).
- Meeting with new vendors to scope out requirements to possibly replace existing platforms to ensure we have the best systems for our programs.
- Adhering to data procedures and confidentiality policies.
- Reviewing and organizing Hope+Me-MDAO data operations, procedures, and policies, including moving the staff to the Microsoft Team platform for better communication.
- Create MS Form documentation for programming as required.
- Managing digital and paper documentation for program curriculum development/changes and program review/consent renewal (preparing multiple complex documents, obtaining forms and signatures, meeting deadlines)
- Training, onboarding, and supporting staff on the different program technology.
- Coordinating third party meeting room rentals for programs.
- Assist with additional administrative tasks as required.

**Requirements**:

- University degree or College diploma, preferably in Administration or data management.
- Minimum of 3 years related experience in an Administrative Assistant role.
- Advanced proficiency in Microsoft Office (Outlook, Word, Access, Excel, and PowerPoint).
- Previous experience working with EMHware, our cloud-based agency management Software will be an asset.
- Previous program administration experience in a not-for-profit organization is an asset.
- Ability to adjust quickly and effectively to changing conditions and demands.
- Capability to build rapport and develop alliances with a broad range of people.
- Aptitude to pay attention to detail and perform tasks accurately in a timely fashion.
- Initiative-taker who demonstrates a keen sense of urgency and achieves results within established timelines.
- Strong analytical, organizational, conceptual, and decision-making skills
- Demonstrated flexibility and can adapt and manage to change priorities.
- Excellent verbal and written communication skills in English

**Working Conditions**:

- Flexible hours to a maximum of 22.5 hours per week.
- Hybrid model, day in the office, two days at home.

**Hourly rate**: $23 per hour **Start date**: immediately.

**Job Types**: Part-time, Fixed term contract
Contract length: 12 months
Part-time hours: 22.5 per week

**Salary**: $23.00 per hour

Schedule:

- Monday to Friday
- Weekend availability

**Experience**:

- Front desk/IT: 3 years (preferred)
- Administrative experience: 3 years (preferred)

Work Location: Hybrid remote in Toronto, ON

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