Administrative Coordinator

1 week ago

Oshawa, Canada JHS Durham Full time

The **John Howard Society of Durham Region** has an exciting opportunity for you. If you have a passion to help oversee the successful delivery of Employment and Training programs and services, an appreciation for the not-for-profit sector and would like to work for the John Howard Society of Durham Region, we encourage you to apply.

**Administrative Coordinator - Employment & Training Services**

**Division**: Employment and Training Services
**Work Status**: Full-Time - 35 hours per week
**Location**: Durham Region (all offices as required)

**Benefits**: Extended Health, Dental, LTD, Life, Accident, RRSP

**Posted: December 6, 2024**

**Closes: December 20, 2024**
**Start Date: January 2025**

**About the Role**:
The Employment & Training Services at John Howard Society, supported by the Ministry of Labour, Immigration, Training, and Skills Development, aims to assist individuals in securing sustainable employment. This comprehensive support includes offering services such as include Resource and Information, Client Service Planning and Coordination, Job Search, Job Matching, Placement and Incentives, and Job Training/ Retention.

The Administrative Coordinator will participate and contribute as a member of the leadership team within the Employment and Training services division and actively engage, support and contribute to the day-to-day operations of all employment and training programs.

The Administrative Coordinator is a person who understands the dynamics of the communities and the service users we serve and will provide leadership and quality assurance. The Administrative Coordinator is committed to creating an accessible and supportive environment for staff and program participants that recognizes diversity and cultural competence as integral components of program design and delivery.

**Key Responsibilities**:

- ** Data Management**:

- Oversee the entry and maintenance of data into funder and agency databases, ensuring accuracy, completeness, and timely updates.
- Review and validate data input for errors and inconsistencies, implementing corrections as necessary.
- Develop and maintain documentation and procedures for data entry and management processes.
- Collaborate with leadership team members to streamline data entry processes and improve data integrity.
- **Financial Tracking**:

- Monitor and manage program related financial records/supports. This can be inclusive of employment related financial supports, invoicing, performance-based funds, and reconciliation
- Track and report on expenditures, budgets, and other financial activities.
- Prepare financial reports, summaries, and statements for leadership team and funders as required.
- Assist Program Director with reporting and forecasting by providing accurate financial data and analysis.
- Ensure compliance with financial policies, procedures, regulations and compliance to contractual commitments.
- **Administrative Coordination**:

- Assist program director to recruit and interview program staff
- Responsible for the day-to-day supervision of program staff including training, mentoring, coaching, motivating, and conducting performance appraisals
- Maintain staff records regarding annual performance indicators
- Oversee program SA referral system and work closely with ES Coordinators to ensure service standards are met.
- Contribute and support leadership team to organize meetings, appointments, and events.
- Maintain organized filing systems for both physical and digital records.
- Assist in the preparation of reports, presentations, and other documentation.
- Develop and update forms as required for Employment & Training Services programs
- **Process Improvement**:

- Identify opportunities for improving data management and financial tracking processes.
- Implement best practices to enhance efficiency, accuracy, and compliance.
- Work closely with all agency programs and departments to ensure cohesive data and financial management across the organization as required by Employment & Training Services programs.

**Qualifications**:
- Relevant post-secondary diploma or degree
- Related experience with responsibilities in data management and financial tracking.
- Related experience in leadership and supervisory activities- Proficiency in financial software (e.g., QuickBooks, Excel) and database management systems.
- Strong understanding of financial principles, including budgeting, accounting, and reporting.
- Excellent attention to detail and accuracy in data entry and financial tracking.
- Strong organizational skills and the ability to manage multiple tasks simultaneously.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
- Strong communication skills, both written and verbal.
- Ability to work independently and as part of a team.
- Problem-solving skills and the ability to think critically.
- Ability to demonstrate and work through a lens of sensitivity to diversity related to race, religion, culture, cognitive func

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