Administration, Program Assistant

Bloss Oil; Toronto; On-site; CAD 42,000 - 54,000; Full time

Job summary

Lumenus Community Services in Toronto is seeking a capable administrative professional to support all departments, including Programs and Corporate Services. The role involves reception, file management, intake support, data entry in the TREAT system, and coordinating training setups.

You will assist therapists and managers, handle client inquiries, and help with information gathering and consent processing, while ensuring confidentiality and a respectful, inclusive workplace.

Qualifications

• Diploma or degree in social services or related field; combination of education and experience accepted.
• Experience providing administrative support in not-for-profit settings preferred.
• Experience supporting or deescalating individuals in crisis.

Responsibilities

• Provide administrative support across multiple departments (Programs and Corporate Services).
• Manage reception and front-desk coverage; oversee office supplies and health & safety tasks.
• Input, search, audit, archive, and close client files in the TREAT system.

Skills

MS Office

Data entry

Client support

Crisis support

Teamwork

Education

Diploma or degree (social services asset)

Tools

TREAT system

Job description

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

This role is responsible for effectively managing administrative tasks related to all departments at Lumenus. Programs as well as Corporate Services are included in this job description, and all included under this description are responsible for providing support services to visitors, clients, and staff.

KEY RESPONSIBILITIES:

• Office Administration
• Reception Coverage
• Office Oversite
• Supply Management
• Fleet and equipment oversite and support
• Health and safety
• Meeting room and training setup as required
• Client File System
• Proficient use of data system (TREAT) for purposes in inputting/uploading client data, searching client information, auditing/archiving files and closing files
• Support OED, Therapists, and Managers as needed
• Client Disclosure of Client Information
• Receive Requests
• Search and provide documentation
• Process consent for information documents by requesting information from other agencies
• Help parents complete surveys
• Intake Support
• Support walk-in, in-person, and virtual sessions
• Case assignment
• Respond to new client inquiries
• Help with initial information gathering
• Client referral packages
• Specialized Project
• Back up other roles- will vary, depending on the need
• Special projects as assigned- for example: program support depending on the need (training will be provided based on required tasks)

QUALIFICATIONS:

• Diploma or degree (social services field an asset) or a combination of education and experience that will meet the needs of the position.
• Previous volunteer or work experience within a not-for-profit organization preferred.
• Previous administrative support experience.
• Experience supporting/deescalating individuals in crisis.
• Familiarity with and sensitivity to diversity and inclusion in the workplace and within the community.
• Prior experience working with LGBTQ youth as well as youth who have mental health challenges.
• Developed verbal and written communication skills.
• Strong interpersonal skills.
• Well-developed time management skills.
• Ability to maintain a high level of accuracy and sensitivity to confidential material.
• Ability to work in a team environment.
• Strong computer skills including use of MS Office (Word, Excel, PowerPoint, Outlook and Adobe).
• Fluency in both spoken/written French is preferred.

KNOWLEDGE, SKILLS AND ABILITIES:

• Broad knowledge of not-for-profit organizations.
• Familiarity with and sensitivity to diversity and inclusion in the workplace and within the community.
• Ability to balance demands/priorities of workload, manage time effectively and operate within the framework of stated expectations.
• Ability to interact effectively with a wide range of individuals including agency staff, external professionals and Lumenus clients.
• Ability to work effectively with children, youth and families to create a comfortable environment.
• Ability to influence others to resolve conflict and gain acceptance of new ideas.
• Strong interactive/communication (verbal and written), and Interpersonal skills.
• Ability to maintain high level of accuracy and confidentiality.
• Ability to recognize situations or judgement calls that should be brought to management for resolution and decision-making

ADDITIONAL REQUIREMENTS:

• Satisfactory clearance under the Vulnerable Sector Screening process
• Ability to travel to various agency locations in the Greater Toronto Area
• Fluency in verbal/written French is preferred

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.