Administrative Coordinator

1 month ago

Thunder Bay, Canada Lutheran Community Care Full time

**Position Summary**:
Programs:

- Adult Protective Service Workers
- Specialized Service Coordination
- Tenant Support
- Social Services
- Mobile Integrated Team
- Quick Connect

The Administrative Coordinator will also provide administrative support to the Director and Program Supervisors.

**Responsibilities**:
A. Program Support
- Provide administrative support such as, but not limited to: word processing, editing, proofing, uploading documents, data entry, data tracking, scheduling meetings and taking minutes, and information research
- Receive and process program referrals
- Alert program staff to time sensitive tasks and ensure the flow of information among all members of the teams
- Develop protocols and/or guidelines for general and program specific administrative responsibilities
- Maintain daily knowledge of program staff schedules and locations
- Operate video conferencing (VC) equipment and schedule VC meetings
- Provide software education and support to the supported teams
- Be knowledgeable of the operation and maintenance of all office equipment and provide education and support to agency staff on the use of office equipment
- Maintain a general knowledge of the location of office supplies, materials and records within the office and arrange for the replenishment of supplies and other materials as necessary
- Identify trends, improvements and best practices in an effort to support all programs to better meet the needs of adults with developmental disabilities
- Promote quality of work by ensuring accuracy and thoroughness in all tasks

B. Database Administration
- Maintain current and expert knowledge of and act as the agency Moderator for the OneHSN database
- Collect and store comprehensive information regarding the people LCC serves.
- Track, compile and customize statistical reports for data analysis and Ministry reporting
- Perform checks for accuracy, consistency and quality of all data
- Develop and maintain procedures and guidelines related to program use of OneHSN
- Enter data, upload documents and prepare system reports in OneHSN in a timely, accurate, and consistent manner
- Collect and enter data from DSCIS in a timely, accurate, and consistent manner
- Educate the program teams on how to use OneHSN and the mínimal requirements for program data
- Provide assistance to the teams with troubleshooting and resolving database related issues
- Maintain a strong working relationship with agency IT and OneHSN programmers to ensure that issues are brought to their attention and problems are resolved

C. General Administrative Support
- Distribute trusteeship cheques, act as a communication liaison between trusteeship clients and workers, and maintain appropriate records
- Provide general information on all LCC services and activities. Be knowledgeable about and provide information on Developmental Services and community services
- Explain process to access the various services offered by LCC, gather the appropriate information needed, and maintain necessary documentation
- Perform other related duties as required or as deemed necessary

**Expectations**:
While each Administrative Coordinator may specialize in certain duties, each Administrative Coordinator is to be familiar with all the duties in order to provide vacation relief and other back-up support.

The Administrative Coordinator is also expected to adhere to the following standards:

- Provide a welcoming and respectful environment for individuals coming to the office or contacting the agency
- Be familiar with the operation and maintenance process for the telephone system, postage equipment, photocopier, scanners and printers
- Maintain a general knowledge of all agency services and the location of supplies, material and records within the office
- Attend regularly scheduled meetings with the assigned supervisor
- In co-operation with other staff, maintain security of all confidential information - written and verbal
- Be respectful of and contribute to the promotion of the philosophy, aims and objectives of the Lutheran Community Care to the community at large

**Qualifications**:
**Conditions of Employment**:
Successful completion of Police Records Check including Vulnerable Sector Screening, Conflict of Interest declaration and Oath of Confidentiality.

Total Rewards Package:
Competitive salary

Comprehensive health and dental plan

Matching pension plan

Onsite parking

Casual dress

Professional development opportunities

Pay: $28.20-$31.08 per hour

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