Programs & Administrative Coordinator

2 weeks ago

Calgary, Canada Connections for Families Society Full time

SALARY: CAD 52000.00 - 56000.00 YEARLY
- PUBLISHED: JANUARY 21, 2025
- EXPIRY: FEBRUARY 9, 2025
- ONSITE
- CALGARY, ALBERTA
- FULL TIME
- SOCIAL SERVICES

**Summary**:
Connections for Families Society is seeking a Programs & Administrative Coordinator to support the efficient execution of agency programs and operations.

**Description**:
**About Us**

Connections for Families Society supports people with cognitive challenges to make choices and decisions for their lives, including being successful parents. With the support of Connections, parents with cognitive challenges work to maintain safe and nurturing homes. As a leader in parents’ rights advocacy, Connections provides life-long in-home support and parenting skills education, financial coaching, group programs, counselling, and community resourcing to families in the greater Calgary area.

Connections is proud to offer a supportive, team-oriented work environment. We offer a competitive compensation package which also includes the following benefits:

- 100% employer paid group health, dental, AD&D, & Life coverage from your first day of employment
- A health and lifestyle spending account
- Long-term disability coverage (employee paid to ensure benefits are non-taxable)
- 3 weeks vacation to start, plus quarterly wellness days and Xmas holidays break
- Employee & Family Assistance Program, including enhanced mental well-being and stress management benefits

**About the Role**

Reporting to the Director of Programs and working closely with Connections’ Leadership Team, the Programs & Administrative Coordinator supports the efficient execution of agency programs and operations. Highly organized and detail oriented, this position plays a vital role supporting our team and ensuring our operations run smoothly.

**Position Responsibilities**
- Oversee and maintain day-to-day office operations, ensuring a smooth and efficient workflow & clean and organized space.
- Support the Director of Programs with program administration, including client referrals, intake, and file maintenance processes.
- Provide general administrative support to the Executive Director, including assisting in data collection and preparation of funder reports, proposals, presentations, and other communication materials.
- Support the team with meeting administration including scheduling, agendas, minutes, and reports.
- Act as the in-house expert on online meeting platforms and audiovisual equipment, ensuring remotely delivered groups and meetings run smoothly.
- Purchase and maintain the inventory of office and program supplies, run errands, and coordinate with vendors and service providers.
- Manage and maintain office equipment (e.g., printers, copiers, phones, A/V, etc.) and troubleshoot any technical issues, coordinating with our IT support vendor as required.
- Oversee access control and facilities maintenance, serving as the main point of contact for building management and other facility service providers.
- Participate in onboarding new employees, volunteers, and practicum students through orientation to agency systems and procedures.
- Lead the logístical coordination of both internal and programmatic agency events, e.g., Christmas parties, family picnics, team building events, etc.
- Serve on the agency’s health & safety committee.
- Maintain agency databases and statistics, including processing client intake and dismissal, group and event registration & attendance, referrals, demographic updates, etc.
- Working closely with the Director of Operations, act as a backup administrator for agency databases and act as a resource for program staff on data entry procedures.
- Provide support to the Financial Coaching team during peak periods.
- Actively participate in initiatives to ensure program and service quality excellence and consistency, including the launch of new systems designed to streamline efficiency and productivity.
- Other projects and tasks as assigned.

**Qualifications and Experience**
- Post-secondary education in a relevant field (e.g., non-profit administration, business administration, disability sector, etc.)
- 3-5 years of experience in office administration, operational support, or a related field.
- Demonstrated ability to work independently and juggle multiple priorities.
- Demonstrated ability to quickly learn and effectively use new technologies.
- Demonstrated adaptability and willingness to take on new challenges.
- Demonstrated attention to detail and high accuracy in completing tasks.
- Demonstrated high level of integrity, professionalism, and discretion in dealing with confidential information.
- Excellent organizational and multi-tasking abilities.
- Strong verbal and written communication skills.
- A self-starter with a high degree of initiative & accountability.
- Strong interpersonal skills, demonstrating cultural competency with respect to race, ethnicity, socio-economic status, and abilities.
- Experience working with databases would be a

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