Programs & Office Manager

6 months ago

London, Canada Jake's House Full time

**Title: Programs Office Manager**

**# of positions**: 1 position per region (London and Ottawa)

**Position Type**: Full-Time

**Reports**:  Associate Director, Employment Training Program

**Location**:  London (TBD; Downtown) and Ottawa (TBD; Nepean)

**Industry**:  Not-for-profit

**Salary**: 65+

**COMPANY PROFILE**

Founded in 2004, Jake’s House is a Provincially and Federally funded Canadian charity with a mission to provide meaningful support to families living with autism across the country. Recognizing that more than any other single issue, families dealing with autism need a community, Jake’s House is committed to growing a strong network of people who understand and care - a family, determined to provide tangible solutions at every stage of life.

In addition to growing a caring, committed community, Jake’s House offers a continuum of structured services to provide practical help today and lasting hope for tomorrow. Through four strategic offerings - social events for the whole family; mentoring programs for youth; employment opportunities for young adults; and housing for the aging population - Jake’s House supports individuals on the spectrum throughout their entire lifespans.

Through these events and services, as well as other strategic initiatives, Jake’s House strives to empower individuals with autism; offer their caregivers support and respite; raise awareness; share resources; and build a caring community. Jake’s House is dedicated to delivering assistance to those who need it right now, while also determined to establish a support system for future generations.

**JOB OVERVIEW**

This role requires proactive and detail-oriented individuals who can effectively balance multiple tasks, communicate effectively, and contribute to the organization’s overall success.

**JOB RESPONSIBILITIES**

Programs
- Actively lead and manage communications with the families, volunteers, and staff with a focus on implementing the Skills Development Program (SDP), ensuring effective service delivery to individuals with autism/developmental disabilities.
- Manage and lead office operations of staff (approx. 3 direct reports), various in-person workshops, events, and stakeholders in the respective region.
- Act as a point of contact for participants and families, addressing inquiries and concerns.
- Adapt content, training materials, and activities for participants to meet the needs of the community and demand in the program.
- Monitor participants’ and staff progress and suggest learning modifications as necessary.
- Collaborate with JH Head Office to develop and modify SDP curriculum resources and tools accordingly.
- Create strategies to engage and nurture participant learning.
- Perform cross functional, and other management and team duties as assigned.
- Manage classroom and office administration tasks, including acquiring registration list, confirming enrollment, completing evaluations, and communicating results to appropriate personnel or system.
- Communicate effectively with JH Head Office on all core programs; community & connection, legends mentoring program, employment training program & inclusive housing program.

Office Management
- Manage and implement direction from JH Head Office of all information, updates and communication to staff and community stakeholders as required.
- Manage and implement Jake’s House communications with all families and volunteers.
- Maintain office operations, including facilities management, and order supply inventory as needed.
- Manage general program inquiries, comments, and concerns with guidance from JH Head Office.
- General office space management ensuring organizational effectiveness and efficiency.
- Manage relationships with vendors, service providers, and landlord.
- Organize orientation and training of new staff members.
- Maintain a safe, secure, inclusive, and pleasant work environment.

Human Resources
- Onboarding and offboarding with guidance from JH Head Office.
- Lead annual review process and develop performance management KPI metrics for staff, execute twice yearly Employee Survey, assess results with direction from JH Head Office.

**JOB REQUIREMENTS**
- Minimum 3 to 5 years’ experience in a similar position and / or Bachelor’s degree or higher in a related discipline.
- Experience in a leadership position as trainer, and / or human resource and /or office management position is an asset.
- Self-motivated, proactive, resourceful, and results-driven; little supervision required to achieve goals.
- Proficient with MS Office software programs (e.g. Outlook, Word, PowerPoint, Excel, etc.).
- Kind and empathetic with a passion for people - understanding the individuals and families we support always come first.
- Experience in a Canadian education system considered to be an asset.
- Excellent written and verbal communication skills, with the ability to write concise, progress reports.
- Must have the ability to be pr

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