Supervisor, Program Administration

Career Opportunity

The Region of Waterloo is currently recruiting for a:
**Temporary Full-time Supervisor, Program Administration - Up to 10 months**
- Department: Public Health & Emergency Services
Division: Commissioner’s Office-Medical Office
Hours of Work: 35 hours per week
Location: 99 Regina St. Waterloo, ON
** Our Team**:
You will provide supervision to two project coordinators who are responsible for the day-to-day operations of the Safe Voluntary Isolation Site. The project coordinators provide seven day a week coverage for the site.

**The Opportunity**:
Reporting to the Assistant Manager, Business Operations, as Supervisor, Program Administration you will be responsible for supervising administrative support staff in assigned Divisions and leading the development and implementation of administrative practices, policies, procedures, and standards. You will recommend and ensure implementation of administrative systems and solutions to support divisional, departmental, corporate, and provincial initiatives. Current assignment is supervisor of the Safe Voluntary Isolation Spaces Program as part of the Region’s COVID response.
- You will supervise program support staff at multiple sites; staff hired for special assignments; and casual relief clerks as well as lead implementation and provide guidance, training, and advice to divisional and departmental staff on administrative processes, systems (including time and attendance management, hardware/software requirements), and policy development.
- You will supervise administrative support services for assigned Divisions, ensuring efficient use of fiscal, equipment, and human resources.
- You will develop, implement, and maintain administrative policies, procedures, systems, and protocols for divisional and departmental administrative support. You will supervise customer service to clients, the public, departmental staff, and others.
- You will participate on the management team in assigned Divisions and participates in strategic and operational planning; establishing divisional priorities; and identifying program delivery issues/concerns.
- You will respond to inquiries, assist with issues, in the absence of other divisional management staff, and support managers in assigned Divisions with processes related to recruitment/supervision of program support staff, in their absence.
- You will supervise departmental mail processes and liaise with Managers, IT and Facilities to plan and facilitate individual workstation moves.
- You will administer operating budget for your area and administer, monitor, and authorize expenditures for office supplies, and cell phone replacement. You will have signing authority and authorize invoices, expenditures, and purchase/cheque requisitions.
- You will provide input to departmental and assigned Division budgets as it relates to staff, equipment, and resources.
- You will analyze and review practices and resource levels related to administrative support functions and determine needs of the Division; make recommendations to management; lead the implementation and ongoing monitoring of same.
- You will maintain inventory of departmental cell phones and computers and assign/purchase software licenses and hardware for assigned Divisions as needed.
- You will mobilize staff and participate in emergency situations as per prescribed role in the departmental Emergency Response Plan.
- The requirements for this position would normally be acquired through knowledge of office and administrative procedures and protocols, organizational skills, workflow analysis, basic accounting principles, and management practices, normally acquired through a post
- secondary education in a related field (e.g., administration, business administration), plus progressively responsible related experience.
- Knowledge of and ability to comply with policies, procedures, collective agreements, information classification system, information retention and disposal schedule, and related legislation (e.g., Provincial Public Health Standards, health protection and promotion, health and safety, privacy (including PHIPA), accessibility).
- Strong research, analytical, problem solving, continuous improvement, and organizational skills to participate in strategic and operational planning and projects; develop and implement work plans; research trends; develop and implement administrative policies, procedures, systems, and protocols; and identify process problems and develop solutions.
- Proven leadership, human relations, and communication skills to supervise, train, develop, motivate and support staff; establish and maintain working relationships with Regional staff, government agencies, and the public; explain administrative procedures, policies, and initiatives to divisional and departmental staff; and participate as an effective team member.
- Strong computer skills with ability to use computer software such as Microsoft Office.

**Additional Information**: