Program Assistant

2 weeks ago

Brampton, Canada Canadian Mental Health Association- Peel Branch Full time

**We are officially launching the expansion of our Outreach Services team**

**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. Our shift schedule equates to about 10 months of work out of the year, giving you the flexibility to pursue your personal interests. 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 EAP, we offer our contract team members some unique perks that really stand out:_
- 2 weeks accrued vacation
- Accrued personal days
- Ongoing professional development plus $250 annual funding (pro-rated) for continuing education and certifications
- $250 annual allowance (pro-rated) to invest in achieving your personal wellness goals
- Mileage reimbursement and car detailing for work-related travel

**Salary range is $34,336 to $44,741 per year.**

We are currently seeking a **full-time (37.5 hours/week) contract Program Assistant - Outreach Services until March 31, 2024**. The Program Assistant will support the Outreach team by providing 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.

**What You Will Do**
- Acts as a liaison between the Program Manager and staff to ensure appropriate coordination and follow-up on day-to-day issues
- Reads, researches and routes the Managers correspondence; Drafts letters and documents as needed
- Maintains the Program staff and Manager’s work schedule, including creating, updating and monitoring the 24/7 Outreach shift schedule
- Maintain Makeshift (scheduling app), ensuring that all shifts are covered
- Ability to analyze/interpret client and program data for regional reporting and funding requirements
- Plans and schedules meetings, trainings using MS-Outlook Calendar and MS Teams to its fullest capacity for the program staff and manager
- Organizes, maintains and tracks various electronic and paper filing systems
- Creates, revises, and improves systems and procedures by reviewing operating practices, record keeping systems and forms; Implements changes as approved by Manager.
- Performs other duties and responsibilities as assigned by the Manager
- To liaise with the IT departments of Region of Peel and Canadian Mental Health Association to ensure that all equipment is operational, trouble shoot when required and coordinate as necessary
- Supports events, meetings and presentation coordination
- Serve as onsite backup reception coverage, including partner hospitality, as required for organizational needs.
- Supports the Manager in the Agency’s financial reporting
- Supports the Manager in the Agency's HR administration processes
- Prepares Purchase Orders, Quote sheets and reconciles with invoices, ensuring appropriate follow up with Finance and Accounts Payables departments and Concur
- Follows up on monthly relief hours for scheduled relief staff
- Tracks and reminds the Manager of key dates such as annual appraisals

**What You Need to Join Our Team**
- Post-secondary diploma in Business/Office Administration is required
- Minimum 3 years of office administration experience
- Strong knowledge and understanding of the administrative role, supporting a large multi-disciplinary team, including relief pool
- Experience working in the non-profit sector is an asset
- Excellent time management skills
- Excellent communication and organizational skills, able to manage competing priorities and deadlines in a fast-paced environment
- Enthusiastic problem solver and dedicated team player
- Strong computer skills - Microsoft Office Suite, Outlook calendar, Visio, MS-Project, Client Record Management Systems
- Expertise with database reports
- Flexibility to work one late evening shift per month
- Satisfactory police records search and vulnerable sector screening
- Proof of administered full-series Health Canada approved COVID-19 vaccination prior to start date. If

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