Administrative Assistant

1 day ago

Ottawa, Canada Carlington Community Health Centre Full time

**_Are you someone who is: _**
- **_Super organized and attentive to details?_**:

- **_Great team player and communicator?_**:

- **_Really good at designing and putting in place admin procedures?_**:

- **_Want to support diverse programs that make a difference to children, youth, and families?_**:

- **_Ready to play a key role on a multidisciplinary team?_**

**This could be the position for you**
The Administrative Assistant provides general administrative and specific Parent-Child and Youth Services Program-related services to the team and to the Program Director.
**Program-Related Activities**
- Supports smooth flow of daily team operations:

- Supports the logistics and administrative aspects of ongoing and new projects and programs (e.g booking dates, location, poster/flyer development for program promotion, promotion of programs internally/externally, draft agreement when required, community space rental).
- Maintains work schedules for specific programs, organizes relief staff when other staff are absent.
- Ensure all program/client information required for program delivery is inputted in various EMR/database platforms in a timely manner, per program requirement.
- Supports appropriate systems for communication flow within and among teams.
- Develops program calendars, flyers, and communicate with Executive Assistant to maintain program information up to date on the CCHC web site/relevant social media.
- Provides support to team members to use EMR efficiently and accurately.
- Acts as a resource to all program staff with photocopier, facsimile, telephone, and computers as a Key User, and assists with training when new upgrades and changes are introduced.
- Supports staff recruitment and team on-boarding process of new team members.
- Coordinates staff activities for the team (e.g., team meetings, retreats, educational meetings, etc.).
- Coordinates on-going team training logistics (e.g. childcare training, mandatory trainings).
- Coordinates purchases and invoicing for the team; prepares RFPs, POs, and invoices for the Program Director.
- Provides administrative support to the Program Director in various areas, including:

- Composing routine correspondence such as cover letter, memos, and other relevant material for internal and/or external distribution;
- Reviews out-going material for ensure accuracy of relevant materials and contacts for the distribution list;
- Assists with special projects as assigned (e.g. Team Newsletter; Team procedure and policy manual).

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