Administrative Assistant

Title: Administrative Assistant for Lead Agency & Regional Program Support

Position Summary

The Lead Agency & Regional Program Support role provides comprehensive administrative, project, and scheduling support to Vanier Children's Mental Wellness' Lead Agency team and regional programs. This role is integral to the effective coordination of regional initiatives by providing administrative support for projects, managing referrals and scheduling, coordinating meetings and events, monitoring program processes, and supporting communication across internal teams and community partners.

Working closely with the Lead Agency team and Regional Program staff, this role ensures the efficient operation of regional programs, supports the implementation of key initiatives, and contributes to the successful delivery of the Lead Agency's strategic priorities, including the Multi-Year Plan.

Key Responsibilities

Administrative Support

• Coordinate meetings, appointments, and events, including scheduling, preparing agendas, distributing meeting materials, recording and distributing minutes, and managing follow-up items.
• Prepare correspondence, reports, presentations, templates, and other administrative documents.
• Develop and distribute emails and communication materials.
• Maintain electronic records and documentation in accordance with organizational policies and procedures.
• Track program activities, documentation, deadlines, and deliverables.
• Assist with the preparation and processing of monthly invoices and other administrative reports.

Project & Program Support

• Provide administrative support for Lead Agency initiatives, regional programs, and special projects.
• Maintain project work plans, timelines, templates, and tracking tools.
• Support the planning and coordination of regional education sessions, consultations, meetings, and working groups.
• Assist with implementation of activities related to the Multi-Year Plan and other regional priorities.
• Provide administrative support to the Core Services Leadership Council, including meeting coordination and documentation.
• Participate in committees, meetings, and working groups as required.

Scheduling & Regional Program Coordination

• Coordinate client referrals and maintain scheduling within the designated technology platform.
• Schedule annual consultations and ongoing program appointments.
• Confirm appointments with referring managers and other stakeholders.
• Monitor referral flow, waitlists, and triage processes to support timely service delivery.
• Monitor the completion of consultation reports and ensure timely distribution to appropriate recipients.
• Track consultation completion, staff hours, and other program metrics.
• Provide basic technical support related to scheduling platforms and virtual meetings.
• Collaborate with team members to resolve scheduling and operational issues as they arise.

Qualifications

Education

• Two-year College Diploma in Health Administration, Business Administration, Office Administration, or related field.
• An equivalent combination of education and relevant experience will be considered.
• Project Management training or certification is considered an asset.

Experience

• Minimum of two years of experience in an administrative or program coordination role.
• Experience providing administrative support for projects, committees, or regional initiatives.
• Experience coordinating schedules, meetings, and multiple competing priorities.
• Experience working within a healthcare, mental health, social services, or community-based organization is preferred.
• Experience using databases, scheduling systems, and electronic record management systems.

Knowledge, Skills & Abilities

• Exceptional organizational and time management skills with the ability to prioritize competing demands.
• Strong attention to detail and commitment to accuracy.
• Excellent written and verbal communication skills.
• Ability to prepare meeting minutes, reports, templates, and correspondence.
• Strong interpersonal skills with the ability to build collaborative working relationships.
• Ability to work independently while contributing effectively as part of a team.
• Strong problem-solving and critical thinking skills.
• Ability to manage confidential information with professionalism and discretion.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.
• Experience using virtual meetings and scheduling platforms is an asset.

Hours of Work

• 35 hours per week

Reports to

• Manager of Quality