Systems Services Coordinator

About this position

Systems Services Coordinator

LOCATION: Toronto, ON

POSITION TYPE: Full-time Regular (37.5 hours/week)

POSTING CLOSING DATE: October 11, 2023

Interested in working with an amazing team that really cares? Then you should join Lumenus! At Lumenus we illuminate a seamless pathway to optimal wellbeing for our clients. As one of the largest mental health agencies in Ontario, we offer a broad range of high-quality mental health, developmental and community services for infants, children, youth, individuals, and families across Toronto. We are a passionate, dynamic and growing agency. We offer a competitive salary, employer paid benefits, ongoing training, and career development opportunities!

Lumenus Community Services is committed to diversity, equity and inclusion.  We value a recruitment and selection process that is inclusive and barrier-free and we encourage applications from all individuals including, but not limited to, all cultures, religions, racialized communities, abilities, sexual orientations, and gender identities and expressions.  

Lumenus is hiring a Systems Services Coordinator (Adult Services). Reporting to Director of System Services, the Coordinator of System Services is a key member of our GCSN team.  This role is responsible for providing administrative supports to the GSCN team members, including the manager and director of the program.

KEY RESPONSIBILITIES:

Administration and Communication Support

• Provides general office support to the GCSN team.
• Provide program administrative support through use of Microsoft Word, Excel and Outlook.
• Manages key communications with program contacts, providing consultation to basic inquiries from the community as needed.
• Successfully completing deliverable with a hands-on approach including but limited to:
  1. Drafting corresponded, scheduling, minutes
  2. Undertaking research, critically analyzing information and making recommendations
  3. Providing key project administrative leadership functions
• Prepares and maintains client files and updates client information systems according to program procedures.
• Manages program database(s), including but not limited to data entry, running queries, monthly budget projections and preparing reports as needed. 
• Prepares reports, forms, correspondence, charts, graphs, spreadsheets, manuals, handouts, agreements, and 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
• Assists with a quarterly and year-end reporting responsibility.
• Coordinates committee and team meetings. 
• Other duties as assigned.
• 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.

EXPERIENCE/QUALIFICATIONS:

• 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.
• Experience in Social Services, Health or Non-for profit an asset.

SKILLS/KNOWLEDGE: 

• Efficient 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 that should be brought to management for resolution and decision-making.
• Good interpersonal skills in order to effectively liaise with a variety of clients, families and/or caregivers, as well as internal and external stakeholders.
• Strong communication skills, both written and verbal. 
• Familiarity with and sensitivity to diversity and inclusion in the workplace and within the community.

ADDITIONAL REQUIREMENTS: 

• Satisfactory clearance under the Vulnerable Sector Screening process.
• Flexibility to work in different locations as needed.
• Fluency in French or other second language relevant to community is advantageous.

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 October 11, 2023.

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.

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.