Provider List Administrative Assistant

Autism Ontario; Toronto; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

A leading charitable organization in Ontario seeks a Provider List Administrative Assistant for a hybrid role. The position involves managing the OAP Provider List database, ensuring accuracy, and supporting compliance while communicating with providers. This is a one-year contract role with 22 hours per week.

Qualifications

• Minimum 1 year experience in data entry or administrative support.
• Fluency in written and oral French is strongly preferred.

Responsibilities

• Maintain and update provider profiles in the database.
• Assist providers with application processes and troubleshooting.
• Generate reports based on provider data.

Skills

Attention to Detail

Communication

Interpersonal Skills

Data Management

Education

Post-secondary education in a relevant field

Tools

Microsoft Office

Database Management Systems

Access OAP portal

Job description

Autism Ontario is a charitable organization with a history of over 52 years representing the thousands of people on the autism spectrum and their families across Ontario. Autism Ontario is the province’s leading source of information and referral on autism, and one of the largest collective voices representing the autism community. Our mission is to create a supportive and inclusive Ontario for autism, and we value collaboration, respect, accountability and being evidence informed.

Job Summary

Title: Provider List Administrative Assistant

Location: Hybrid; primarily remote, but with occasional travel to Toronto Provincial Office or a regional office as needed

Hours: 22 hours per week (Mon-Thu, 9.30am to 3pm)

Salary: $20.60/hr

Duration: One-year contract

Role: New Role

Position Summary

Reporting to the Professional Network Advisor, the Provider List Administrative Assistant plays a crucial role in maintaining and managing the OAP Provider List database. This position ensures accuracy in provider profiles, processes applications, tracks renewals, and supports compliance. The role also involves direct communication with providers and caregivers, troubleshooting system issues, and generating reports for internal and external use.

Key Responsibilities

• Maintain and update provider profiles, ensuring accuracy and completeness.
• Manage provider status updates (e.g., approvals, renewals, refusals, suspensions, and removals).
• Assist providers with application process, profile setup and edits, as well as login issues and troubleshooting.
• Review provider applications for completeness and accuracy.
• Verify required application documents, including but not limited to regulatory college registration, vulnerable sector check, insurance coverage, proof of experience, contact information, and service offerings.
• Communicate with providers regarding missing or incorrect information.
• Track application statuses and update internal records accordingly.
• Monitor and track annual and three-year provider renewals.
• Send renewal reminders and follow up on required compliance documents (e.g., police checks, insurance).
• Ensure non-compliant providers are suspended from public listings after deadlines.
• Draft and send automated/customized email notifications for approvals, renewals, and compliance issues.
• Organize and coordinate quarterly meetings with OAP Advisory Panel members.
• Monitor and report website inefficiencies or concerns.
• Take minutes at OAP Provider List Advisory Panel quarterly meetings and during appeals processes.
• Generate reports based on provider data, including profession, location, and status.
• Maintain internal records regarding provider profile updates, application statuses, and compliance tracking.
• Other duties as assigned.
  
  

Qualifications

• Post-secondary education in a relevant field (e.g., Business Administration, Office Administration, Health Services, Social Services).
• Familiarity with Access OAP portal.
• Minimum 1 year experience in data entry, administrative support, or a related field.
• Strong attention to detail and accuracy in managing large amounts of data.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks efficiently and work independently.
• Proficiency in Microsoft Office applications especially MS Excel and database management systems.
• Knowledge of autism services or provider-based systems is an asset.
• Fluency in written and oral French is strongly preferred
• Demonstrated commitment to principles of social justice, neurodiversity, equity, inclusion, anti- racism, anti-Black racism, anti-ableism
  
  

Interested candidates should submit a resume and cover letter by clicking the link below by May 14th, 2025. We thank everyone for their interest in this position; however, only those candidates invited to interview with us will be contacted.

Autism Ontario is an equal opportunity employer committed to maximizing the diversity of our organization, and actively encourages individuals on the autism spectrum and from all equity deserving groups to apply. We welcome qualified applicants for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veterans status or any other legally protected factors.

Autism Ontario is committed to providing a barrier-free work environment in concert with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. As such, Autism Ontario will make accommodations available to applicants with disabilities upon request during the hiring process.