Program Assistant, SMART Program - Full-time

VON Canada; Hamilton; On-site; CAD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking a dedicated Program Assistant to support the SMART Exercise Program. In this role, you will perform essential administrative tasks, ensuring the smooth operation of programs that benefit the community. You will be responsible for scheduling, maintaining documentation, and providing excellent customer service to clients and colleagues alike. This position offers a chance to work in a dynamic environment, where your contributions will directly impact the health and well-being of seniors. If you have a passion for community service and possess strong organizational skills, this opportunity is perfect for you.

Benefits

Flexible work schedule

Professional development opportunities

Health benefits

Employee assistance program

Qualifications

• Minimum 3 years in an administrative office setting required.
• Ability to work independently and collaboratively in a team.

Responsibilities

• Manage daily administrative functions for the SMART Seniors Exercise Program.
• Maintain accurate documentation and communicate effectively with clients.

Skills

Customer Service Skills

Organizational Skills

Communication Skills

Teamwork

Attention to Detail

Education

Office Administration Diploma

Tools

Microsoft Office Suite

Procura

Job description

Requisition Details:

Employment Status: Permanent, Full-time (1.0 FTE)

Program Name: SMART Exercise Program

Number of Hours Bi-Weekly: 75

Work Schedule: Days

On-Call: No

Existing Vacancy: Yes - we're currently hiring candidates for an existing vacancy in this position.

Job Summary:

The Program Assistant will perform administrative tasks with a high degree of accuracy. Tasks involve but are not limited to reception/telephone support, records/filing, collecting/processing data, photocopying, and scheduling. The Program Assistant reports to the Manager, Home, and Community Care, and working with other members of the Community Support Service (CSS) team will be responsible to carry out day-to-day administrative services in order to ensure effective and efficient operations of the SMART Seniors Exercise Program.

Responsibilities:

1. Responsible for the daily administrative functions associated with the SMART Seniors Exercise Program including but not limited to scheduling of fitness instructors, volunteers and clients.
2. Maintains accurate documentation and communications to clients, service providers and other VON staff.
3. Leads fitness classes as needed.
4. Utilizes appropriate customer service and communication skills to obtain information from the client/family where applicable.
5. Provides work assignments using knowledge of local geography that meets client need and maximizes continuity of care, while working within the provisions of collective agreements and established planning rules.
6. Enters data referral information and general information in client database.
7. Filing/record management.
8. Invoice coding and reconciling.
9. Other duties as assigned.

Qualifications:

1. Office Administration Diploma from a post-secondary institution required plus a minimum of 3 years in an administrative office setting.
2. Proficiency in Microsoft office suite programs and working knowledge of the client/staff data base system – Procura is an asset.
3. Demonstrates professional manner and works collaboratively with colleagues, clients, families and community partners.
4. Ability to work independently and as part of a multidisciplinary team.
5. Excellent oral/written communication, interpersonal and organizational skills.
6. Ability to follow direction and maintain confidentiality.
7. Must possess scheduling and verification experience.

Competencies:

1. Customer Service Skills: Identify customer needs and strive to meet and exceed those needs in a friendly, problem-solving focused manner.
2. Team Work: Participate effectively as a team member, share knowledge, experience and accountability for team efforts.
3. Verbal/written communication and interpersonal skills: Interact effectively and collaboratively with staff, volunteers, clients, customers, external partners and organizations.
4. Accountability: Accept responsibility for achieving the expectations of the job/role.
5. Quality Improvement: Identify client needs and improve services by looking for ways to improve work processes based on result and/or evidence.
6. Accuracy: Complete tasks in a timely manner, while maintaining accuracy of information and close attention to detail.
7. Organizational Skills: Use resources and time effectively and efficiently and know how to organize work and activities to accomplish goals.
8. Personal Attributes: Demonstrates sound work ethics, ability to meet deadlines and deal with a wide variety of people on various issues.

Other:

1. Must possess a valid driver's license, have access to a reliable vehicle and have appropriate level of insurance.
2. A current and original copy of a satisfactory Criminal Records Check is required upon the start of your employment.
3. A Vulnerable Sector Search and/or Child Abuse Registry Check may be required.
4. Ability to speak French is an asset in French Designated areas.
5. The use of Personal Protective Equipment (PPE) may be required.

Work conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.

Attention Current Employees (Internal Applicants): If you are applying to a unionized position and you are a member of its bargaining unit, please be aware that this posting may remain open beyond the deadline if there are not enough applicants to fill the position(s). If the posting remains open after the initial deadline, VON may close the posting at its discretion or a rolling deadline equivalent to the posting period specified in your Collective Agreement will be deemed, and each successive period will be treated as a separate posting for purposes of comparing seniority between candidates.