Program Assistant, Employment Services

STARLING COMMUNITY SERVICES IS DEDICATED TO SUPPORTING COMMUNITIES WHERE EVERYONE EXPERIENCES MENTAL WELLNESS, OPPORTUNITIES FOR EMPLOYMENT, A PLACE TO CALL HOME, AND A SENSE OF BELONGING.

To better serve the diversity of our community, the Agency is committed to embedding anti-racist, anti-oppressive practices, and perspectives into the fabric of our organization. We have implemented mandatory antiracism training, we are actively building safe spaces to host brave conversations for learning, and we are fostering a culture of belonging for all, but especially BIPOC, 2SLGBTQIA+, historically and presently marginalized individuals and communities.

There is one Part-time contract Program Assistant, Employment Services position available starting on April 14, 2025, and ending on March 31, 2026. Working 30 hours per week.

Your Role:

Acts as point of contact for client information systems. Provides a high level of customer service, and administrative support to Leadership. Triages program inquiries and information regarding services within the Agency.  Provides administrative support, onboarding, and training for staff and programs throughout multiple locations. Works in alignment with the Agency’s commitment to anti-racist and anti-oppressive perspective to further create a sense of belonging at the Agency.

Tasks:

Administrative Support:

1. Provides high-level customer service and administrative support to leadership utilizing a variety of information systems and financial reports. 
2. Acts in the capacity of a coach with new staff requiring assistance with procedures pertaining to data collection including a variety of information systems, teams/office365 and other technology. 
3. Provides support to new staff on how to use software platforms (i.e. MS Teams) and information systems/databases. 
4. Completes purchase orders and cheque requisitions ensuring appropriate approval is completed.
5. Provides administrative support to clients, staff, and programs. 
6. Collaborates with program assistants from across the division to develop a variety of information systems and training guides.
7. Develops and maintains effective collaborative relationships with program teams and allied community agencies, as required.
8. Managing multiple program data entry and reporting deadlines and staff and leader expectations for last minute data entry requests.
9. Responsible for ordering office, program supplies and client supports.
10. Responsible for processing financial transactions and petty cash float.
11. Responsible for processing incoming and outgoing mail and courier services.
12. Maintains systems related to the operation of programs and sites.
13. Serves as liaison with maintenance and custodial staff to address the needs of the sites.
14. Provides back up support to other program assistant positions.

 Data Management/Quality and Integrity:

15. Responsible for the accurate data entry of confidential client information into a variety of information systems/databases.
16. Acts in the capacity of a coach with staff requiring assistance in policy and procedures pertaining to data collection. 
17. Clearly communicates data issues to improve quality and makes recommendations for standardization and improvement.
18. Assists with effective and efficient operation of information systems and processes at multiple program sites.
19. Assists supervisors with the reliability and validity of data collection.
20. Develops, maintains, and modifies a variety of information systems and training platforms (i.e. Moodle).
21. Prepares and analyzes data from multiple information systems and reports in relation to program targets and reports variances to the supervisor/manager for the preparation of forecasting outcomes and funder reports.

Client Service:

22. Responds as first point of contact to a variety of telephone and walk-in inquiries, provides program information and directs clients appropriately to internal and external resources.
23. Uses a culturally grounded, ant-racist, anti-oppressive approach to support clients. 
24. Provides referrals to other agency programming, as well as other community organizations. 
25. Responsible for coordinating and scheduling for staff and clients.
26. Able to respond to difficult or challenging client behavior in a professional manner using a variety of calming techniques, in accordance with the Agency’s policies and training, i.e. customer service, de-escalation, safeTALK training.
27. Provides referrals to other agency programming, as well as other community organizations.
28. Acts as a communication liaison for programs within the Agency.

 Your Talents and Experience:

A college certificate or diploma in Office Administration and minimum two years administrative experience or equivalent education/experience combination. Advanced knowledge and skill in Office 365, Teams and SharePoint is essential. Able to adhere to a high standard of confidentiality with respect to client information systems. Experience working with a variety of information systems and training platforms is a definite asset. Strong communication, comprehension, and written skills. Ability to work independently with minimal direction. Ability to handle multiple tasks.  Experience or knowledge of working in a social services environment is an asset. Passionate, aware, and willing to learn about antiracism, anti-oppression and equity. Desire to imbed anti-racist, anti-oppressive practices into the role. Fluency in multiple languages is an asset.

 What’s in it for you?

• A positive work culture, inclusive workplace policies, and employee wellness initiatives.
• Eligible to join the HOOPP defined pension plan on a voluntary basis.
• Access to our Employee and Family Assistance Program which provides free and confidential counselling, resources and services.
• 3 Weeks paid vacation (accumulated bi-weekly)
• 15 hours of personal time per year. 
• Paid sick time (pro-rated to start date and hours for position; accumulated monthly) to a maximum of 300 hours.
• 11 paid holiday benefits per year plus a floater day.
• Discounted GRT passes through membership with Travel Wise.
• Employee Referral Incentive Program.
• Professional development and tuition reimbursement opportunities.
• Staff appreciation events.

If you are community-focused and share our values and antiracism commitment, we want you to grow with us. Please submit your application through BambooHR, in confidence, no later than 4 pm on April 07, 2025

This is an internal and external posting.

The Agency requires all employees to obtain a Police Vulnerable Sector Check prior to commencing employment. We require certain positions to obtain a Medical Certification. 

We recognize that people come with a wealth of experience and talent beyond just the technical requirements of a job. If you don't have every single requirement and the exact level of experience listed in our description, but the skills and experience needed for the role still resonate with you, please consider applying.