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Administrative Assistant

4 months ago

KitchenerWaterloo, Canada House of Friendship Full time

At House of Friendship we believe in what we are doing. We get out of bed each day to make a difference in our community; to walk with and to serve. We are not happy with the status quo. We get energy from ongoing learning and growth. We lead with passion and believe without a doubt that everyone deserves to belong and thrive. We live and breathe our values of Compassion, Inclusion, Justice, Dignity and Hope. And we have fun

Sounds pretty great doesn’t it? It is

Addiction Services programs provide support to adult individuals and their loved ones who are concerned about their substance use. The successful applicant will provide administrative and operations support for the Operations Specialist; providing on-site reception support for the addiction services program and administrative support for the Residential Addiction Treatment program staff.

*** This is a full-time, contract position for 4 months (February 26, 2024 to July 5, 2024).**

**This role offers 30 hours per week. Schedule to be Monday to Friday, 9am to 3:30pm.**

**Successful completion of a Police Records Check (Vulnerable Sector) is required pre-employment.**

**G class drivers license and access to a reliable vehicle preferred for some programs.**

**Key Responsibilities**:

- Perform clerical support to program staff
- Provide administrative support to program leadership
- Complete data entry and updates using both online and internal systems
- Maintain confidentiality in compliance with Personal Health Information Protection Act (PHIPA)
- Complete documentation and data entry in accordance with agency and legislative requirements
- Maintain program registration and waitlists using internal and partner systems, including receipt of assessments
- Make calls to program participants regarding program services and as needed
- Organize and maintain electronic and paper files, in accordance with agency or program policies and professional standards
- Liase with pharmacies and doctors to support medication ordering and deliveries
- Assist with creation and distribution of program promotional materials and contact lists
- Maintain petty cash
- Record invoices and interoffice mail to/from the administrative office on a timely basis
- Monitor office supplies and program materials, contribute to their organization, place orders and pick up as requested
- Update program documents and maintain adequate supply
- Ensure office equipment is serviced as needed and respond to unexpected maintenance issues
- Assist with other program service activities and special events, including planning, preparation and clean up
- Participate in supervision and team, department or agency meetings and services as appropriate
- Commitment to ongoing professional development and training
- Participate in training and work with students, volunteers and new employees as required

**Job Specific Knowledge/Skills**:

- Sensitivity to and knowledge of issues relating to and impacting on all genders and all marginalized populations
- Strong understanding of interpersonal skills and the ability to engage in conversations to support individuals who use substances
- Demonstrated capacity for accurate and efficient documentation and computer data entry
- Demonstrated ability to calmly problem‐solve in a fast‐paced, sometimes stressful
- environment
- Knowledge of community resources and local addiction treatment services
- Demonstrated capacity for accurate and efficient documentation and computer data entry
- Demonstrated ability to calmly problem‐solve in a fast‐paced, sometimes stressful environment
- Strong communication and listening skills
- Ability to work independently, as well as collaboratively with an interdisciplinary team
- Commitment to work with and support training of students, volunteers and new employees as required

**Education/Experience**:

- Minimum Grade 12 education required
- Post‐secondary certificate or diploma in office administration preferred
- 1 year previous experience in office administration
- Advanced experience with MS Office products
- Knowledge of addiction issues and related community resources
- Experience working within a non‐profit and/or social services environment preferred

**Critical Skills**:

- Commitment to understand and uphold the mission and values of House of Friendship is expected
- Exemplary emotional intelligence, resilience, communication, conflict management and problem solving skills required
- Ability to work professionally as a team member with staff, participants and community members
- Experience or strong interest in working with diverse populations including people from various cultural backgrounds, income levels, and sensitivity to their needs
- Experience with and commitment to using an anti‐racism, anti‐oppressive and trauma informed approach
- Demonstrated ability to create and maintain a positive work environment including the ability to navigate change in a positive and productive manner
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