Operations Coordinator

Position Summary

The Operations Coordinator will organize and synchronize the daily operations of the Alzheimer Society with the necessary resources, administrative support and functional equipment required for management and staff to effectively carry out their individual roles. This role will also process assigned referrals coming from the community and enter client information in the AlayaCare system

**Responsibilities**:
**Administrative/Program**
- Administrative support for management team
- Preparations for various meetings (Board and AGM) and guest visits, including logistics and refreshments
- Arrange relevant staff training and compiling of proof of such training for personnel files
- Reception coverage as required and scheduled or for sick/vacation of front desk staff
- Back up for Supervision of office volunteers and summer student placements
- Liaise with community agencies as required
- Disseminate information regarding office/program closures according to weather protocol
- Work collaboratively with staff, volunteers and community partners to meet Society’s mission
- In conjunction with the Care Committee and management organize the logistics of functions which could include catering, venue booking, and purchasing of social fund gifts
- Provide support as required to ASNR programs which can include assistance during a program and/or required backup i.e. Arranging taxi services
- Purchase and maintain adequate supplies for office and programs, including but not limited to refreshments and paper products through bulk purchasing, suppliers and individual shopping
- Maintain inventory of brochures, resources and staff Daytimers
- Participate and provide support to the Quality Improvement Committee as required
- Participate in staff and project meetings
- Minute taking at requested meetings
- Assume other functions as may be assigned by management as it relates to the operations of the Organization

**Support Employment Orientation Process**
- Oversee the new employee induction process, including set up of new employees in office systems (building swipe card, telephone, etc.) and mandatory employee training
- Assist with the administrative aspects of new employee recruitment and selection process as requested.

**Finance**
- Reconcile all monthly VISA statements with appropriate receipts and program allocation in preparation for the Finance Officer to post in accounting system
- Reconcile and submit monthly bingo reports
- Oversee staff development budgets with session bookings and monitoring of expenditures
- Compiling staff monthly timesheets in preparation for payroll reconciliation
- Other finance support as required

**Intake as Assigned**
- In the absence of, or assigned by the Intake Coordinator, conduct intake interviews to collect relevant demographic information and understand the basic reasons for referral
- Obtain informed consent from clients to allow the provision of services
- Ensure that clients fully understand the scope of services offered and their rights regarding confidentiality and privacy
- Explore in a sensitive manner the nature of the request for service, e.g. presenting problem, request for service, precipitating factors, risks etc.
- Speak with clients on the phone and match clients with the appropriate services at ASNR and provide resources as needed
- Create accurate and thorough documentation of intake information in accordance with ASNR policies and best practices in the AlayaCare system.
- Work with the ASNR First Link team to support client Intake call flows and procedures

**Building Maintenance/Vendors**
- Identify problems in operations and resolve them in a timely manner
- Act as a liaison to all contracted vendors to solve issues or set up new systems
- Through work orders, provide direction to Maintenance for internal repairs
- Order requested facility supplies i.e. Flexo Products
- Oversee premises and equipment tasks, including but not limited to heat and air conditioning, electrical, plumbing, gardening etc.
- Coordinate supply requests and deliveries with Maintenance
- Research quotes for operations expenditures, including but limited to facility equipment, office devices/stationery and new and existing ASNR program equipment/supplies

**IT Support/Vendors**
- Oversee premises and equipment tasks, including but not limited to internet, phone system, photocopiers, security etc.
- Ensure annual building/equipment inspections and certificates are completed
- In conjunction with Database Coordinator, provide external IT support (i.e. AOS, Xerox)
- In conjunction with Database Coordinator, provide internal support for purchasing and configuring required equipment (i.e. mouse, monitors, cameras etc.)
- Maintain and update lists for phones, passwords, swipe cards, resources, schedules, etc.

**Health and Safety**
- Member of The Joint Health & Safety Committee
- Obtain certification as a Joint Health and Safety Committee Member under The Ministry of Labour