Community Outreach Operations and Programs

3 weeks ago

Calgary, Canada The Mustard Seed Full time

Do you have strong administrative skills and a heart for those experiencing homelessness? We have an opportunity for you.

The Mustard Seed is seeking an individual with great attention to detail and excellent communication skills to join our Team in a hybrid position of Community Outreach Operations and Programs Coordinator and Part Time Wellness Receptionist with job duties and responsibilities evenly split.

Working under the supervision of Community Outreach Supervisor, the Coordinator will perform a variety of administrative tasks to support the mobile outreach program. The Coordinator will be required to support the development of the mobile outreach team and will take direction from both the Community Outreach Supervisor and the Health and Wellness Manager to work intuitively on the completion of program goals and objectives in a professionally and clinically appropriate manner.

**Position Type**: Part time; Fixed term until April 2023
**Reporting to**: Community Outreach Supervisor
**Location**: Downtown, Calgary

**COMMUNITY OUTREACH OPERATIONS AND PROGRAMS COORDINATOR: MAJOR DUTIES AND RESPONSIBILITIES**
- Track and report on all Grants / Funding in relation to the mobile outreach team;
- Produce and/or assist in the production of all required internal and external reports;
- Prepare monthly reports, update KPI’s, and code monthly credit card statements as required;
- Ensure the tracking of statistics is completed as required within the mobile outreach team;
- Actively participate in the department’s strategic planning and development sessions;
- Provide administrative support in regard to onboarding, off boarding, requests for recruitment, and position transfers within departments;
- Coordinate and monitor time off requests for supervisors and managers within programming;
- Develop and maintain effective working relationships between programming departments across all the Mustard Seed sites;
- Work cooperatively with all team members to support the achievement of work plan activities designed to achieve identified goals and objectives;
- Prepare meeting agendas, records and distribute meeting minutes, and maintain organized files of same;
- Regularly review progress on standard department deliverables and takes appropriate action to ensure timely completion of all department tasks;
- Support the health and wellness manager with budgeting and maintaining records;
- Support the government ID program by ensuring documentation is maintained.
- Support some individual client care as needed;
- Other duties as assigned.

**WELLNESS CENTRE RECEPTIONIST: MAJOR DUTIES AND RESPONSIBILITIES**
- Greet clients and visitors to The Mustard Seed;
- Triage and book appointments for clients with programs as needed;
- Process referrals for all clinical and non-clinical services at the Wellness Centre;
- Ensure computerized appointment system is up-to-date;
- Respond and/or redirect all patient and visitor requests accordingly;
- Perform client intakes and set-up new clients into the computer system;
- Ensure correspondence, reports, results etc. are filed electronically in correct client record;
- Ensure reception and waiting areas are kept neat and tidy;
- Re-stocking of information leaflets as appropriate;
- Answer phone calls in a polite and courteous manner as well as track, log, and transfer phone calls accordingly;
- Greet, oversee and monitor volunteer & guest activities within the Wellness Centre;
- Consistently communicate with the Street Level Team as issues arise;
- Train students, staff, and volunteers on front desk tasks when needed;
- Perform clerical duties;
- Provide crisis intervention as required;
- Track statistics, prepare reports, attend training as required;
- Other duties and tasks as required.

**MINIMUM QUALIFICATIONS AND SKILLS**
- College degree preferred
- At least 3 years of experience in the field or in a related area
- Proven administrative experience
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Exceptional interpersonal skills
- Proven individual and team management skills
- Proficient in MS Office and software databases.
- Following skills are required: Strategic Planning, Reporting Skills, Administrative Writing Skills, Data Analysis, Problem Solving, Verbal Communication, Organizational Skills, Time Management, Attention to Detail, Accuracy, Teamwork, Discretion and Judgment

**WORKING CONDITIONS**
- Time in excess of regular working hours may be required occasionally.
- Occasional travel to other Mustard Seed sites.
- Moderate mental effort required to successfully accomplish the essential job functions such as providing information, resolving discrepancies, responding to highly intense situations etc.
- Moderate physical effort is required

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