Program Assistant

1 month ago

Brampton, 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 Crisis Support Workers 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.
- We offer our team members some unique perks that really stand out:_
- Ongoing professional development
- Wellness fund benefit
- Mileage reimbursement and car detailing for work-related travel

We are currently seeking a **contract part-time Program Assistant**. The Program Assistant will support the Crisis Services team by providing administrative support to the Program Manager and team. This will be based out of **60 West Drive, Brampton ON.** CMHA Peel Dufferin has adapted a hybrid working model including a mix of on-site and remote work. All employees are required to have onsite presence 2 to 3 times per week, or more if needed as per program needs.

**This is a 20 hours per week (.53 FTE) contract position until March 2024.**

**Salary range is $18,301.39 to $23,847.26 annually (based on part-time hours).**

**What you will do**
- Support scheduled rotational front desk coverage, welcoming clients and visitors to our space
- Facilitates any immediate requests and coordination such as receiving deliveries and engaging with vendors/service providers
- Engages with clients to collect client feedback
- Maintains supply inventory by checking stock to determine inventory level, replenishing supplies, ordering supplies as needed, verifying receipt of supplies
- Acts as a liaison between the Program Manager and staff to ensure appropriate coordination and follow-up on day-to-day needs
- Manages and maintains confidential information
- Where applicable, manages and maintains the Manager’s and teams work schedule, including scheduling shifts for the 24/7 programs
- Maintains electronic filing system as needed. Enter and update client data and pull data reports for program managers and funders as required
- Creates, revises, and improves systems and procedures by reviewing operating practices, record keeping systems and forms; Implements changes as approved by Manager
- Supports the Manager with financial processes including, electronic timesheets, payroll and HR administration processes as required
- Prepares purchase orders, quote sheets and reconciles invoices, ensuring appropriate follow-up with Finance and Accounts Payables
- Follows up on monthly expense procedures for Program staff, as per policy
- Tracks and monitors mandatory staff training for program and supports with registration
- Tracks and reminds the Manager of key dates such as annual reviews, probation reviews, and hire date anniversaries for their staff
- Plans and schedules meetings and training using MS-Outlook Calendar to its fullest capacity for the program staff
- Prepares agendas, records, and distributes accurate minutes and action items as per organizational templates; tracks and updates action items from meetings
- Co-ordinates and organizes events such as training and team day, including catering and coordination

**What you need to join our team**
- Post-secondary diploma in Business/Office Administration is required
- Minimum 3 years of office administration experience
- Superior knowledge and understanding of administrative role supporting large multi-disciplinary teams
- Experience working in the non-profit sector is an asset
- Self-motivated with demonstrated ability to function as part of an interprofessional multidisciplinary team and/or independently
- Effective prioritization and organization skills including time management
- Excellent interpersonal skills and experience to engage mental health and addictions populations
- Excellent communication and organizational skills, able to manage competing priorities and deadlines in a fast-paced environment.
- Expertise with database reports
- Knowledge and sensitivity to work in a culturally diverse environment
- Demonstrated conflict resolution skills
- Excellent decision making, problem recognition and problem-solving skills
- Strong Computer literacy in word processing and client database managemen

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