Program Assistant

Strides Toronto; Toronto; On-site; CAD 47,000 - 54,000; Full time

Benefits offered by this job

Generous paid time off

Employee perks and discounts

Job summary

Strides Toronto is seeking a full-time Contract Program Assistant for the Help Ahead program in Toronto. You will deliver broad admin support to program management and staff, ensuring client information is accurate and service requests are processed efficiently.

The role involves records management, invoicing, purchasing, reception duties, and collaboration with healthcare professionals, agencies and families, with emphasis on confidentiality and IDEA principles.

Qualifications

• Post-secondary education in Business or Office Administration.
• 2+ years of administrative experience.
• MS Office (Word and Excel) proficiency.
• Strong organizational and administrative skills.
• High level of accuracy and attention to detail.
• Effective interpersonal and written communication skills.
• Ability to manage multiple demands and stay responsive.
• IDEA awareness and anti-oppression/anti-racism perspective.

Responsibilities

• Liaise with clients, healthcare professionals and partners to ensure complete and accurate information for service delivery.
• Document service requests in the electronic client information system.
• Create and maintain program records with confidentiality and proper security measures.
• Track invoices, liaise with agencies to ensure timely billing and payments.
• Provide administrative support to enable program staff to deliver services.
• Oversee purchasing of materials and supplies, manage requisitions/POs and vendor communications.
• Provide receptionist coverage when needed to maintain a welcoming environment.

Skills

Administrative experience

MS Office (Word Excel)

Customer service

Attention to detail

Communication

Teamwork

Education

Office Administration or Business major

Tools

MS Office Suite

Adobe Acrobat

Job description

Contract - 35 or more Group1 35hrs-80 ADMN Toronto, ON, CA

4 days ago Requisition ID: 1012

Salary Range: $46,662.00 To $54,339.00 Annually

Position Type – FT Contract until December 31, 2027

Hours of Work per week - 35

Salary range: $46,662 to $54,339 per annum

Benefits: We offer generous group employee benefits which includes:

• Generous paid time off (Vacation and Sick days)
• Access to employee perks and discounts

Union Position - This position is represented by OPSEU local 567.

About us

Strides Toronto Support Services (“Strides Toronto”) Strides Toronto is a multi-service agency supporting infants, children, youth and young adults from birth to age 29, and their families, primarily across east Toronto. We offer community-based, residential and treatment programs—including mental health counselling, autism services, early intervention, day treatment, education, outreach and community support—using a client-centered, evidence-informed approach. Since 2015, Strides Toronto has served as Toronto’s Lead Agency for Infant, Child and Youth Mental Health, partnering with 21 core service providers to provide system leadership, citywide planning, coordinated service delivery and program alignment. Strides Toronto also leads initiatives with broader reach, including Help Ahead and the HOPE Strategy across Toronto and One Stop Talk / Parlons Maintenant and the Provincial Youth Outreach Worker Program across Ontario.

About the role

This is an existing vacancy for one (1) full-time contract Program Assistant for the Help Ahead program. The Program Assistant provides a broad range of administration support to the Help Ahead program management and staff, utilizing a strong customer service approach, to contribute to high-quality services received by clients and families served by the program.

What you will do

• Liaise with clients, healthcare professionals and their representatives, referral sources, service providers and partner agencies to ensure client information is complete and processed accurately to ensure their needs are met during service or program delivery.
• Document requests for service in a timely manner in the electronic client information system per provided procedures and in accordance with requirements for the program to allow staff to access and respond to the service request.
• Create and maintain electronic and paper records for the program, ensuring system data and documents are checked for accuracy and completeness, and are filed/ stored or entered/ uploaded to the appropriate physical location or database(s). Ensure confidentiality of records is maintained and meet the required level of security access (i.e., password protect/ encryption) per the organizational or program guidelines.
• Tracks invoices, liaises with agencies and external providers to ensure timely and accurate billing and payments.
• Provide administrative support that ensures the program manager and staff have the training, tools, and resources required to enable the delivery of service and meet client, family and program needs.
• Oversee full cycle of purchasing materials and supplies for team and program delivery, within purchasing allowances, which may include creating purchase requisition and/ or purchase orders, gaining required approvals, communication with vendors, organizing delivery, managing special courier arrangements (i.e., Duty/Broker fees), reconciliation of packing slip, charge backs to departments, and forwarding of documentation to accounting.
• Provide coverage for Receptionist during breaks, meetings and extended absences, to ensure a client friendly, welcoming approach to clients and other visitors to the organization through answering phone calls, responding to inquiries and receiving clients and visitors that arrive at reception.

The “MUST HAVES”

The following education, professional memberships and knowledge are a requirement for this role:

• Post-secondary education in Business or Office Administration.
• 2 or more years of administrative experience.
• Intermediate level computer and database skills (specifically MS Office - Word and Excel).
• Strong organizational and administrative skills.
• High level of accuracy and strong attention to detail.
• Effective interpersonal, as well as oral and written communication skills.
• Ability to prioritize work and manage multiple demands and must be able to balance the demands of the job, while being responsive and sensitive to all inquiries from staff, clients, and referring agencies.
• Awareness of the role of inclusion, diversity, equity, and accessibility (IDEA) in the workplace and within the community being served by the position.
• An understanding of anti-black racism, anti-oppressive/anti-racism perspective in the context of the social determinants of health.
• Ability to recognize and identify situations where incidents of imbalance of power and privilege may occur and can result in possible negative impacts.

The ‘NICE TO HAVES’

While not required, preference will be given to candidates with the following:

• Certificate or Diploma in MS Office Specialist or Office Technology would be an asset.
• Standard First Aid & CPR Certification is an asset.
• Trained in Conflict Resolution, Diversity and Inclusion and Anti-Black Racism is an asset.
• Exceptional Customer Service Skills is an asset.
• Knowledge and/or experience using Adobe Acrobat would be an asset.
• Demonstrated commitment to continuous quality improvement and adaptation to change would be an asset.
• Basic accounting knowledge would be an asset.
• Functional computer and client information system knowledge.
• Fluency in another language(s), including sign language.

Before starting with us

As our work puts us in direct contact with youth and vulnerable persons in our community, with health and safety as a priority, the successful candidate must complete or obtain the following before commencement of their employment:

• A Vulnerable Sector police check
• A positive police check does not automatically disqualify an applicant for a position with Strides Toronto. The Police Check will be reviewed and evaluated for the purpose of making a decision on suitability for employment in relation to the specific duties and responsibilities of the position being filled.

Why join our team?

• We provide opportunities for growth and professional development.
• We are committed to providing an equitable and inclusive environment where our diverse team members and clients can thrive.
• We have a collaborative and supportive Senior Management Team.
• We set high standards for performance, client outcomes, and implement best practices, which are demonstrated through our accreditation with the Canadian Centre for Accreditation.

Strides Toronto is an equal opportunity employer. We benefit from diversity of lived experiences in the workplace and encourage applications from qualified candidates who reflect the diversity of the communities we serve. Strides Toronto is a participant in the Government of Canada’s 50-30 Challenge, a program which challenges organizations to improve access for women and/or non-binary people and other equity-deserving groups, including those identifying as: racialized, Black, and/or people of colour, people with disabilities (including invisible and episodic disabilities), 2SLGBTQ+ and/or gender and sexually diverse individuals, and Aboriginal and/or Indigenous Peoples to increase the representation and inclusion of diverse groups within their workplace.

In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act and Strides Toronto’s own policies, requests for accommodation will be considered throughout the hiring process.

We thank all applicants however, only those selected for interviews will be contacted.