Program Coordinator - Administrative, SMILE - Regular, Full-time Job Listing at VON Canada in Quinte West, ON (Job ID oACkvfwL)

Description

Requisition Details

Employment Status: Regular, Full Time (1.0 FTE)
Program Name: SMILE Program
Number of Hours Bi-Weekly: 75
Work Schedule: Days
On Call: No
Existing Vacancy: Yes – we're currently hiring candidates for an existing vacancy in this position

Job Summary:

The Administrative Coordinator serves as the first point of contact for the day-to-day operations associated with the operational aspects of the office. Assisting the SMILE Program Manager with day-to-day tasks. Work collaboratively with team members and community support partner agencies to maintain up-to-date information and data.

• Ensures the provision of cost-effective client services and programs.
• Assesses clients for service needs, monitors service delivery and contributes to the development, evaluation and promotion of the program.
• Develops and implements program plans to meet department needs.
• Manages volunteers and staff within the program, taking the lead in volunteer orientation, training and in-services within the framework of VON Quality Management standards.
• Maintains regular engagement with clients and other health partners to ensure programs meet community needs.
• Functions as a primary support contact between clients, health professionals, community support and internal team members.
• Tracks and reports the result of program plans and team efforts on a timely basis to the relevant supervisor and internal stakeholders.
• Supports financial accountability within assigned programs by maintaining program budgets.
• Creates and prepares financial and statistical trending reports VON and funder obligations and for program analysis.
• Completes Disaster and Emergency Drills according to VON Disaster & Emergency program/policy.
• Plans and participates in multi-disciplinary meetings as required.
• Practices in accordance with the quality and risk management framework of VON Canada and Occupational Health and Safety legislation.
• Participates in health and safety training including WHMIS and applies this knowledge in the workplace.
• Ensures all workplace incidents are reported in a timely manner in accordance with legislation and VON policies and procedures for workplace injuries and incidents.
• Negotiating pricing with vendors.
• Placing service calls.
• Oversee the day to day operational needs of the office.
• Sourcing and ordering cost effective supplies, services and equipment.
• Provide support to the CSS manager.
• Coding and tracking expenses.
• Oversee the day to day tasks of Administrative Assistant team.
• Work collaboratively with team members and community support partner agencies.
• Maintain up to date information, and data.
• Consolidate statistical data and ensure its accuracy.

External and Internal Relationships:

• Timely communication and follow up with clients, and community partners/professionals as required.
• Timely communication and follow up with internal staff

Education, Designations and Experience:

• Post Secondary Diploma in Health/Social Science discipline or the equivalent combination of qualifications/education.
• 2-3 years of related experience in community and health-based care.
• 1-2 years of experience in program planning and evaluation is an asset.
• Experience in volunteer administration an asset.
• Experience or understanding of the not-for-profit healthcare environment is an asset.

Skill Requirements:

• Ability to provide high-quality customer service in a fast-paced environment with multiple priorities and reaching deadlines
• Demonstrated commitment to working in an environment with high confidentiality and discretion.
• Demonstrated knowledge of the social and health care services network and community resources, as well as a proven ability to build strong relationships within the community.
• Excellent oral and written communication skills.
• Able to work both independently and within a team.
• Strong organizational skills with an ability to prioritize, multi-task and handle competing deadlines.
• Strong customer service skills.
• Ability to problem solve and adjust to rapidly changing priorities in a deadline.
• Proficiency in Windows OS and MS Office Suite programs.
• Must demonstrate attention to detail.

Other:

• Must have personal vehicle and possess both a current driver's license and proof of vehicle insurance.
• A current and original copy of a satisfactory Criminal Records Check is required.
• A Vulnerable Sector Search and/or Child Abuse Registry Check may be required.
• Ability to speak French is an asset in French Designated areas.
• The use of Personal Protective Equipment (PPE) may be required

Working conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements. Attention Current Employees (Internal Applicants): If you are applying to a unionized position and you are a member of its bargaining unit, please be aware that this posting may remain open beyond the deadline if there are not enough applicants to fill the position(s). If the posting remains open after the initial deadline, VON may close the posting at its' discretion or a rolling deadline equivalent to the posting period specified in your Collective Agreement will be deemed, and each successive period will be treated as a separate posting for purposes of comparing seniority between candidates.

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