Program Assistant, SMART Program - Temporary, Full-time

Requisition Details:    

Employment Status: Temporary, Full-time (1.0 FTE)
Program Name: SMART Exercise Program
Number of Hours Bi-Weekly: 75
Work Schedule: Days
On-Call: No
Anticipated End Date: March 2027
Existing Vacancy: Yes - we're currently hiring candidates for an existing vacancy in this position.

Job Summary:

The Program Assistant is responsible for administrative support functions to assist VON in providing quality service to the public. The position acts as a resource for the site management team and other team members in the office by collecting and responding to incoming correspondence, creating and formatting documents, and other related job functions.

Key Responsibilities:

• Responds to any general inquiries, including answering telephone calls and ensuring staff, volunteers, clients and visitors are greeted and directed to the appropriate resource in a friendly, courteous manner. 
• Responds to messages from the answering service as required.
• Greets and directs all in-office visitors and incoming calls.
• Ensures incoming and outgoing correspondence is distributed accordingly and in a timely manner.
• Responsible for the mail pick-up and drop off.
• Answers general inquiries regarding the VON organization with informed and satisfactory responses.
• Distributes departmental mail, including mail outs, postal meter, and internal departmental mail.
• Schedules and organizes meetings and appointments as requested. 
• Prepares all general correspondence, memos, forms, minutes, brochures, invitations, staff lists, reports and other documents as directed.
• Assists in the production of newsletters (including collection of material, typing/formatting and photocopying/printing) and in standardizing processes and forms.
• Supports the management of filing systems for clients, personnel, and general files, ensuring accuracy, security and confidentiality.
• Updates policies/procedures and manuals as required.
• Inputs relevant /information, statistics and data as directed for the efficient operation of the function and retrieves data reports.
• Prepares and reviews invoices for accuracy prior to payment.
• Orders supplies, receives and maintains an inventory of required supplies.
• Collaborates with teams to organize logistics for special projects, events and seminars.  
• Performs other duties as assigned. 

Common Responsibilities:

• Promotes the goals and values of VON and their role as an integrated community care provider.
• Promotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations and compliant with the VON Safety Management System, including all Policies, Safe Work Practices and Procedures. 
• Abides by all VON policies and work practices.
• Abides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place within their role.
• Works in collaboration with other staff in a team approach to service delivery. 

External and Internal Relationships:

• Communicates regularly and follow up with employees, managers and corporate services staff.
• Communicates with the public, contacting VON. 

Education, Designations and Experience:

• Post-secondary education in office administration, office information technology or a related field or related relevant experience
• Customer service training is an asset
• Proficiency in Windows OS and MS Office Suite programs
• Experience with scheduling software and Cognos is considered an asset
• Experience with a unionized environment is considered an asset.

Skill Requirements:

• Excellent oral and written communication skills
• Strong organizational skills with an ability to prioritize and multi-task
• Excellent customer service skills
• High level of accuracy and attention to detail
• Able to work both independently and within a team
• Ability to maintain confidentiality at all times

Other:

• Criminal records and vulnerable sector check  
•  Valid driver’s license and access to a reliable vehicle are required (program dependent). 
• The use of Personal Protective Equipment (PPE) may be required

Working conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.

Attention Current Employees (Internal Applicants): If you are applying to a unionized position and you are a member of its bargaining unit, please be aware that this posting may remain open beyond the deadline if there are not enough applicants to fill the position(s).  If the posting remains open after the initial deadline, VON may close the posting at its’ discretion or a rolling deadline equivalent to the posting period specified in your Collective Agreement will be deemed, and each successive period will be treated as a separate posting for purposes of comparing seniority between candidates.