Program Assistant

6 months 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 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 plus 2 flexible days each year
- 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 seeking **two full-time permanent Program Assistants - one for Outreach Services (based at 60 West Drive, Brampton) and one for North Etobicoke West Woodbridge Malton multi-disciplinary team (based at 10 Carlson Court, Etobicoke)**. The Program Assistant will provide administrative support to the Program Manager and team.

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.

**Salary Range: $34,336 - $44,741 per year**

**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 program
- 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
- Books meetings as directed, organizes space, equipment, and logistics, prepares agendas, records, and distributes accurate minutes and action items as per Agency templates
- Performs other duties and responsibilities including special project support, as assigned by the Manager.

**What you need to join our team**
- Post-secondary diploma in Business/Office Administration, or other relevant diploma, is required.
- Minimum 3 years of office administration experience
- Superior knowledge and understanding of administrative role supporting multi-disciplinary teams
- Experience working in the non-profit sector is an asset
- Effective prioritization and organization skills including time management
- Excellent interpersonal skills and experience to engage mental health and addictions populations
- Strong Computer literacy in word processing and client database management
- Expertise with database reports
- Excellent communication and organizational skills, able to manage competing priorities and deadlines in a fast-paced environment
- Enthusiastic problem solver and dedicated team player
- Knowledge

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