Operations Administrator - 6 Month Contract

VITA COMMUNITY LIVING SERVICES/MENS SANA

Full Time Contract – Operations Administrator 

Providing Safety, Practicing Respect, Promoting Community

WE ARE VITA!

VITA is a non-profit organization providing supports and services to individuals with a developmental disability and or Mental health challenges. Our staff make a difference in the lives of our Members every day.

Are you enthusiastic about making a difference in the lives of others?

Are you interested in a career that has a positive impact on the community?

YES? - Then please apply to join our team

WHY JOIN VITA?

We love supporting the community we serve! At VITA, we believe that positive, happy, and healthy people have a passion for life and bring that energy to their work. No matter what your specialty or experience, your unique contributions will make a difference.

Our culture blends various backgrounds, experiences, and perspectives. We believe it’s not about fitting into our culture; it’s about adding value to our workplace through expertise, fresh ideas, and perspectives.

We can’t wait to see what you will bring!

OPPORTUNITY

We are hiring a Full-Time Operations Administrator (6 Month Contract) to join our team. This position is an opportunity to put your knowledge and technical skills to work.

An Operations Administrator maintains and ensures the company’s daily activities are running smoothly. The role blends administrative support, coordination, and process management to ensure that service is efficient, meets members’ needs and is aligned with the organization’s mandate. This position will support daily operations including managing staff and members schedules, maintaining H&S and MCCSS compliance standards, managing data & program documentation & communication.

THE ROLE

Schedule & Resource Coordination:

• Following Supervisor approval, update staff schedules and calendars based on submitted sick and vacation requests. 
• Develop/Review and manage all scheduling needs, including staff schedules, staff-to-member ratios schedule, special outings (evenings and weekends), daily adjustments, and lunch schedules.
• Ensure ADP is up to date for Supervisor to approve time sheets. 
• Update staff calendar based on submitted sick and vacation requests. 

Member Attendance & Administrative Support

• Monitor member attendance (pulling statistical information)
• Verify Fee-for-Service member attendance aligns with service contracts 
• Collect and track activity fees, file, and upload receipts to SharePoint following outings. 

Program & Supply Management

• Maintain and update program supply lists based on scheduled activities. 
• Monitor cleaning supply inventory weekly in coordination with DCA and flag restocking needs and order them with office manager. 

Documentation & MCSS Compliance

• Review progress notes on PCC and support / create calendar for each member 
• Ensure FFS members calendar on PCC is updated and days confirmed for the Finance department monthly 
• Ensure monthly documents (e.g., MAR sheets, daily sign-offs, sharps documentation) are prepared and distributed/filed
• Create staff responsibility chart and upload on Sharepoint

Records Management

• Ensure sign-in sheets for staff and members are prepared and available in advance each week. 
• Manage data for incident reports, family concerns / contact etc
• Collect and review P-card statements, ensuring all transactions are supported by corresponding receipts. 
• Attend family meetings and document detailed notes for record-keeping and follow-up.

Health & Safety Compliance

• Complete and maintain site specific MCSS audits requirements, including: 
• Ensure onsite compliance with all regulatory and organizational requirements, including safeguards, binder compliance, training records, and tracking sheets.
• Maintain site compliance related to health and safety (H&S), IPAC, fire drills, SMG, vehicle checks/maintenance, and building requirements.

Other:

• Other duties as assigned to support operations / service. 

COMPETENCIES

• Advocacy
• Building Relationships
• Championing Change and innovation
• Facilitating Growth and Development
• Inclusive Leadership
• Problem Solving and Decision Making
• Resilience
• Resource Management
• Strategic Thinking
• Valuing Equity, Diversity and Inclusion (EDI)

 WHAT’S IN IT FOR YOU?

At VITA we care about each other, reaching our potential and making a difference in our communities. So, we thrive on being creative and fostering a thoughtful and committed work culture.

• Comprehensive benefits package.
• 100% employer-paid health & dental
• Flexible work/life balance options
• Employee Assistance Program.
• Pension Plan.
• Paid Vacation, Sick Time and Lieu time.
• Ability to make a difference and lasting impact.

Additional Information:

We know through experience that different ideas, perspectives, and backgrounds foster a stronger and a more collaborative work environment. VITA strives to create a workplace that reflects the community we serve and where everyone feels empowered to bring their authentic self to work.

VITA is an equal opportunity employer and a Safe Space organization that embraces diversity, whether it be disability, age, ethnicity, colour, religion, language, gender, gender identity, sexual orientation, nation origin and all other differences that makes everyone unique.

In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), VITA will provide accommodation, accessible formats and communication supports for the interview upon request. 

While we thank all applicants, only those under consideration will be contacted for an interview. No telephone calls please. If you have the necessary skills, energy, and ambition; submit your cover letter, resume.