About this position
The Program Assistant is responsible for providing a broad range of financial and administrative support to the Program Director, Manager and team members.
Lumenus is strongly committed to a workforce that reflects the diversity of the populations we serve. We encourage applications from all qualified individuals including applicants from all cultures, racialized communities, abilities, diverse sexual and gender identities and others who may contribute to the further diversification of ideas. We are committed to a selection process and work environment that is inclusive and barrier free.
Lumenus believes that immunization against COVID-19 is an individual and societal responsibility and that we must do everything possible to protect our clients, families, employees, students, volunteers and contractors against the spread of COVID-19. As a condition of employment, proof of full vaccination or exemption under the Ontario Human Rights Code must be submitted to Human Resources seven (7) calendar days prior to start date.
The Program Assistant is responsible for providing a broad range of financial and administrative support to the Program Director, Manager and team members.
Lumenus Community Services is a dynamic and growing agency. We offer a competitive salary, attractive benefits package and RRSP, ongoing training and career development opportunities!
KEY RESPONSIBILITIES:
- Provides general office support.
- Provide program administrative support through use of Microsoft Word, Excel and Outlook.
- Manages key communications with program contacts, providing consult to basic inquiries from the community as needed.
- Prepares and maintains client files according to program procedures.
- Coordinates forms; prepares reports, updates client information systems (File Maker Pro, CYSIS and CR).
- Manages program database(s), including but not limited to data entry, running queries and preparing reports as needed.
- Prepare reports, correspondence, charts, graphs, spreadsheets, manuals, handouts, agreements, certificates etc. using appropriate software.
- Ensures accuracy by proofreading material and making necessary changes/corrections.
- Preparing related documents for referrals; following up with referral sources updating status of referrals or funding requests.
- Tracks invoices, liaises with agencies and external providers to ensure timely and accurate billing and payments.
- Generate and submit reports as needed using Excel and Program data base(s).
- Prepares monthly budget projections, and additional reports as required.
- Assists with a mid-year and year-end reporting responsibility.
- Coordinates Committee meetings.
- Other duties as assigned.
- Ensures that agency policies and accreditation standards are met and any changes are communicated and adhered to.
- Adheres to the organizational health and safety policies and practices along with the Ontario Occupational Health and Safety Act. This includes but is not limited to: ensuring safe workplace practices, protecting the health and safety of themselves and others and maintaining cleanliness in the workplace.
QUALIFICATIONS/EXPERIENCE:
- Diploma or Degree in Business Administration or equivalent
- Minimum 3 years’ experience in an administrative position
- Proficiency with MS Office (Word, Excel, PowerPoint, Outlook) including expertise with Excel spreadsheets including the ability to develop worksheets with graphs, formulas and relational connections between cells.
SKILLS/KNOWLEDGE:
- Strong computer skills including use of MS Office and File Maker Pro.
- Strong organizational and administrative skills with ability to balance demands/priorities of workload, manage time effectively and operate within the framework of stated expectations.
- Ability to maintain a high level of accuracy and confidentiality.
- Ability to recognize situations or judgement calls that should be brought to management for resolution and decision-making.
- Good interpersonal skills in order to effectively liaise with a variety of internal and external stakeholders.
- Developed written and verbal communication skills.
- Familiarity with and sensitivity to diversity and inclusion in the workplace and within the community.
- Proficient in Microsoft Word, Excel and Outlook. Working knowledge of Microsoft PowerPoint and Microsoft 365 as well as data bases such as, CYSIS File Maker Pro, CYSIS and CR an asset.
- Proficient ability in write reports, correspondence, take minutes, creating charts, graphs, spreadsheets, manuals, handouts, agreements, certificates etc. using appropriate software, ensures accuracy by proofreading material and making necessary changes/corrections.
RELATIONSHIPS AND CONTACTS:
Organizational Relationships:
- Regular contact with the Program Director, Manager, team members and finance department staff.
External Relationships:
- Regular contact with C.A.R.S. program group homes and referral sources.
- Regular contact with STEPS/UDSS committee members and referral sources.
BEHAVIOURAL COMPETENCIES:
- Client Focus: Responds to client requests
- Teamwork: Participates as a team member
- Communication & Interpersonal Relations: Communicates clearly and concisely
- Quality, Innovation and Change: Operates within established practices, responding appropriately to change and providing practical job-level feedback. Understands the need to base decisions on data
- Problem Solving & Decision Making: Recognizes and addresses problems within boundaries of personal authority
- Results, Orientation & Maintaining Direction: Plans, monitors and achieves short-term personal goals and gets the job done to an excellent standard
- Personal and Team Development: Identifies learning needs, implements and evaluates development plans to achieve work and career goals
- Organizational and Environmental Awareness: Responds appropriately to organizational operations with a solid understanding of the mission, vision and values
- Negotiation: Responds to conflict directly and uses facts to gain support
- Resource & Fiscal Management: Operates with high attention to detail to organizational limitations
ADDITIONAL REQUIREMENTS:
- Satisfactory clearance under the Criminal Reference Check process.
- Occasional overtime may be required.
- Travel to alternate locations to attend meetings may be required.
TO APPLY: Interested applicants are invited to visit our website at https://lumenus.ca/careers/ and submit their cover letter and resume through our Career Centre on or before November 3, 2021.
We ask applicants to make any accommodation requests for the interview or selection process known in advance by contacting the Human Resources Department. Human Resources will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process which will enable you to be assessed in a fair and equitable manner.
