Program Assistant - Corporate Float

Number of Openings: 1

Division: Corporate

Full/Part Time/Casual: Full-time

Program: Corporate

Regular/Temporary: Temporary

Location: Head Office/Occasional travel to program locations

Union: Non-union

Hours of Work: 75 hours bi-weekly
Monday – Friday (Days)
*flexible to work afternoons as required
*occasional 10am – 6pm shift

Posting Date: February 19, 2025

Closing Date: Until Filled

Wages: Wage Range: $18.77- $24.88

French Language Skill Requirement: N/A

This posting is for a current vacancy.

POSITION SUMMARY:

The Program Assistant – Corporate Float (PA-CF) is a shared administrative resource providing general clerical and support across a variety of corporate / clinical departments and functions, and who works to support the operational needs of the Head Office leadership team. This role also supports the day-to-day needs of the Executive Assistant / Coordinator Communications, as well as needs in the Community Support Services (CSS) Program.

The PA-CF assists the Executive, Senior Leadership, Management, CSS Managers, and Head Office teams through the completion of a variety of administrative tasks and supportive functions. The role is responsible for coordinating meeting dates, timelines, documents, notes, meeting space, and participant schedules. The PA-CF is also responsible for data entry, collection of data, running/drafting reports and presentations, maintaining and organizing the filing system, and internal customer service. Additional responsibilities may include the organization of events, ordering equipment / supplies, or participating on committees.

This role participates in various analysis or working group meetings supporting with documenting meeting summaries and action items and distributing minutes. The PA-CF is responsible for facilitating and informing Executives and the Leadership team members about necessary and upcoming action items, deadlines, tasks, and data input requirements, as well as collaborating the responses to these requests.

The PA-CF will support a variety of Head Office and CSS teams with ad hoc requirements. This role will support functions such as Executive Administration, Communications, Quality, Clinical Admin, Finance, CSS T-Beds / ALC, and various internal Committees as needed. In addition, this role will support various project work, ad hoc requests, SJHC partnership efforts, reports, date updates, meeting notes and agendas, and staff engagement activities.

CORE DUTIES AND RESPONSIBILITIES

• Serving as an administrative resource to support leadership teams, working groups and business development teams
• Scheduling team meetings, ensuring adequate meeting space and resources are in place, providing team notifications on relevant meeting information
• Collaborating, consolidating, tracking and updating various information points, metrics, data, and other related figures into clear presentation format
• Recording, tracking and distributing meeting notes, summaries, action items, identifying Most Responsible Persons, and communicating deadlines
• Engaging as a general facilitator between internal and external stakeholders, various departments, teams and groups, including other administrative support staff
• Completing any Document Control requirements
• Supporting Senior Leadership, Management teams and other stakeholders with ad hoc reports, information, data and other needs as requested
• Engages as a point of contact for various stakeholders
• Working with team members to find continuous improvement initiatives and actions, making suggestions and offering team input
• Performs general clerical functions such as copying, faxing, typing, preparing correspondence, reports and other documentation
• Performs program specific support tasks
• Supporting the creation of communications, marketing or other external facing publications
• Assisting in the generation of the Annual Report, and other critical communications pieces
• Participating in various SJHC Committees as required, sharing knowledge or expertise
• Assists with filing and maintaining current and accurate records as required
• Utilizes computerized data entry equipment and various word processing, spreadsheet and file maintenance programs to enter, store and/or retrieve information
• Assists in various organizational auditing and/or quality processes
• Assists with special projects, or projects as per other Head Office leaders
• Assists with transferring information from various sources into computer software (e.g. Procura, Excel)
• Using software to run reports, summaries and generate information as requested
• Prepares letters, notices and other general documents for use throughout the programs
• Assists with program documentation, file management, mail and/or deliveries
• Working with team members to find continuous improvement initiatives and actions, making suggestions and offering team input
• Supports project management by tracking, developing and updating project development
• Assisting other staff members in the execution of their duties as required
• Participates in program discussions, working groups, committees or other collaborative activities
• Maintaining compliance to policy, procedure, safety and all applicable legislative requirements at all times
• Actively and positively promotes SJHC as a quality service provider
• Maintaining compliance to corporate training requirement (Surge, in-class etc.)
• Other duties as required or requested

CORE COMPETENCIES

• Regularly demonstrates our mission, vision, and values:

1. Support compassionate care, faith and diversity
2. Deliver quality care, pursue and share knowledge, respect diversity, remain faithful
3. Commit to working every day with dignity, respect, service, justice, responsibility and enquiry

KEY EDUCATION AND EXPERIENCE

• Graduate of a university or college level program in Business Administration or related program, required
• 1-2 years of related administrative working experience, required
• Experience in the community services, healthcare sector and/or non-profit sector, preferred
• Previous experience in an executive administrative support role, preferred
• Proficiency in use of MS Office software (Office 365/Teams, Word, Excel, PowerPoint and Access), required

St. Joseph’s Home Care is an equal opportunity employer, committed to equity, inclusiveness, and diversity across all our programs, practices, facilities, and team. AI is not used in our recruitment processes for the selection of candidates.

If you require any accommodations during the recruitment process, such as alternate formats of materials or accessible meeting rooms, please inform the hiring manager before your interview. Should you wish to conduct your interview in French, kindly contact our head office to arrange this in advance.