Project Specialist

CMHA Durham; Oshawa; Hybrid; CAD 45,000 - 55,000; Full time

Job summary

A community mental health organization in Oshawa is seeking an Administrative Support role within its Strategy department. The position involves providing project and administrative support to the Director, managing documentation, and coordinating multiple projects. Candidates should have a post-secondary education, at least two years of administrative experience, and strong organizational skills. The role offers a hybrid work model, wellness programs, competitive vacation, and comprehensive health benefits.

Benefits

Memberships to meditation apps

Competitive vacation

100% employer paid health benefits

Birthday off with pay

Qualifications

• Post-secondary education and a minimum of two years of administrative experience.
• Strong ability to work independently and proactively with minimal direction.
• Ability to adapt quickly to change and deal with sudden urgent issues.
• Ability to manage multiple projects for various stakeholders.
• Strong communication (written and verbal), organizational and interpersonal skills.
• Excellent knowledge of MS Office (Word, Excel, Access, PowerPoint and Outlook) and database management.

Responsibilities

• Provide project and administrative support to the Director of Strategy, Quality & Organizational Excellence.
• Participate as a member of a high-performance team providing project support.
• Manage and maintain the file management system for the department.
• Work with the Director to detail assigned project deliverables.
• Develop project plans and ensure timelines and goals are met.

Job description

Who we are:

Canadian Mental Health Association Durham is an integrated community mental health and primary care hub that has been providing mental health services to Durham Region for over 60 years.

During that time, it has evolved to provide a broad range of services to individuals and their families experiencing mental health challenges, from information and education to case management, psychosocial rehabilitation, housing and primary healthcare. These services are provided through inter-professional teams focused on providing clinically based services that, in addition to dealing with client mental health issues, address social determinants of health using the recovery model.

Overview of the role: This position provides project and administrative support to the Director, Strategy, Quality & Organizational Excellence within the Canadian Mental Health Association Durham (CMHA Durham).

Responsibilities:

ADMINISTRATIVE SUPPORT

· Participates as a member of a high-performance team providing project and administrative support to the Director level

· Acts as the first point of contact within the Strategy, Quality & Organizational Excellence department

· Supports meetings and committees with coordination, materials, minutes, tracking of action items and all aspects of preparation

· Provides support to the Director with collection and entry of data associated with projects and activities

· Manages and maintains the file management system for the Strategy, Quality & Organizational Excellence department

· Assists in maintaining the organizational policy, procedure, guideline and strategies library and electronic drive

· Prepares, formats and edits correspondence, presentations, reports and spreadsheets on behalf of the Director

· Creates, maintains, and updates spreadsheets

· Coordinates the dissemination of reports and information to internal and external stakeholders

· Manages and tracks document and contract approval and sign off processes for the Director

· Ensures all urgent and identified concerns are brought forward to the Director in a timely manner

· Other duties as assigned by the Director PROJECT MANAGEMENT SUPPORT

· Works with the Director to detail assigned project deliverables

· Develops project plans and ensures timelines and goals are met

· Manages multiple projects including initiating, planning, executing, monitoring and closing the project

· Prepares progress reports and creates progress presentations

· Assists with event planning, design and production to coordinate and meet deliverables within time limits

Skills you bring:

· Post-secondary education and a minimum of two years of administrative experience

· Strong ability to work independently and proactively with minimal direction

· Ability to adapt quickly to change and deal with sudden urgent issues

· Ability to manage multiple projects for various stakeholders

· Proactive thinker with demonstrated ability to apply sound judgement

· Ability to anticipate needs and prioritize competing priorities efficiently

· Strong communication (written and verbal), organizational and interpersonal skills

· Excellent knowledge of MS Office (Word, Excel, Access, PowerPoint and Outlook) and database management

· Ability to work with individuals of diverse backgrounds

· Experience with Quality Improvement, Risk Management and Client Safety would be an asset

EFFORT:

· Sits at desk, stands and walks daily to perform the duties of the job

· Concentration, attentiveness, and creativity required daily to answer inquiries, format documents, prepare documents, listen to staff and colleagues, etc.Basic to intermediate oral and written French is considered an asset

Working Conditions:

· Works in an office environment

· Exposure to distractions, interruptions and deadlines

· Little exposure to potential hazards

What we offer:

CMHA Durham is a non-profit community-based organization that believes that mental and physical health care is for everyone regardless of class, race, sexuality, gender, age, faith, or ability. With a hybrid working model, memberships to meditation apps, competitive vacation, wellness time and 100% employer paid health benefits, work-life balance is not only encouraged but expected. Our Monday – Friday work week has 35 hours for most position and everyone gets their birthday off with pay.

Read more about us at CMHADurham.org/getinvolved.

CMHA Durham endorses the principles of workforce diversity and does not use AI algorithms or automated decision-making in the recruitment process. All qualified candidates are encouraged to apply; however, only those selected for an interview will be contacted. Please advise us if you require any level of accommodation, we are here to help and support you.