Are you ready to use your administrative gifts to bring order, clarity, and care to a team that’s changing lives every day?

This position supports the Director, Supervisor, and staff of UGM Joanna Home with regards to various and varied administrative and clerical duties in order that both staff and participants are well-served in a timely, proficient and grace-filled manner. This position also facilitates excellent communication within the Women & Families Program, as well as to other parts of the organization and outside agencies.

Due to the nature of the participants we serve, only female candidates will be considered for this position

This is a permanent , part-time (22.5 hours per week) position. The starting range for this position is $25.01 to $27.33 per hour.

Who We Are

Demonstrating the love of Christ, UGM feeds hope and changes lives through a faith-based continuum of care. We are a proud member of the Canadian Council of Christian Charities and have earned the Best Christian Workplace award again in 2021. We provide competitive salaries, generous vacation and sick leave, an RRSP matching program, as well as the potential for educational assistance and flexible work arrangements. In addition, our extensive benefits plan is fully employer-paid and includes extended dental and medical, as well as $4,500 per year in pooled paramedical expenses. A focus on employee resilience, support for professional development, engagement in meaningful work, and a fun and caring environment are all part of being a member of the UGM team. If you are someone who desires to learn and grow, has a passion to serve and make a difference, and connects with others with both humility and humour, then you will be a great fit at UGM.

Main Duties & Responsibilities

• Model Christ in word and deed.

• Provide highly responsible and confidential assistance to the Director and Supervisor of Joanna Home.

• Prepare, assemble, edit and proofread memos, presentations, and other materials.

• Coordinate team meetings and events.

• Create and update presentations and materials to support ministry activities and various other meetings.

• Create and update client support material together with Creative Services where required.

• Track and reconcile petty cash and Visa statements for the Supervisor, Joanna Home.

• Assist Director and Supervisor in the payment and tracking of invoices.

• Organize and maintain a proficient filing system for the Manager and for a central filing cabinet.

• Access ETO for monthly reports including KPIs and the Ministry Monthly Report.

• Assist Supervisor as needed for support with Budget, Leave Requests and other scheduling and Payroll support. May communicate decisions to staff on behalf of the Director and Supervisor, Joanna Home.

• Organize training events for Joanna Home staff members. Track attendance and notify Supervisor of on-going training opportunities. Notify staff of upcoming sessions and assist in the scheduling and/or facilitation, such as registering for webinars, setting up the room and IT for group attendance, receiving and distributing certificates, etc.

• Coordinate the scheduling of all Recovery Care Workers for Joanna Home.

• Coordinate staff hours (acting administrator for Humanity software) and payroll information for Supervsior’s approval on a bi-weekly basis. This includes varying shift patterns in a 24/7 operation.

• Provide one-on-one training to new employees on administrative aspects of their job such as completing time sheets, expense reports, etc.

• Conduct, along with the supervisors, New Employee Orientations.

• Support recruitment process including; pre-screen job candidates, schedule interviews, attend interviews, conduct reference checks and follow up with unsuccessful applicants as part of the hiring process for any Recovery Care Worker postings.

• For those auxiliary on-call staff who are direct reports: be the primary contact for shift scheduling; meet periodically to model, support, encourage, set goals, give direction and, when necessary, address inappropriate actions; complete an annual performance review when warranted.

• Provide support and coverage to the Care Team as needed

• Provide back-up coverage for Morning Motivation or other program needs as appropriate. Be part of the rotating schedule for after-hours on-call.

• Adhere to all UGM published policies, practices and procedures, including Occupational Health and Safety.

• Perform other duties as assigned.

KSA’s

• Mature individual, committed to UGM’s Mission Statement, Core Values, and Statement of Faith

• A vibrant and growing relationship with Jesus Christ, our Creator, as Saviour and Lord.

• Post-secondary education combined with several years of related experience required.

• Consideration may be given to alternate combinations of lived experience and education.

• Advanced computer skills (Excel, Word, and Outlook).

• Advanced experience in corporate and/or administrative environments.

• Demonstrated analytical thinking and organizational skills.

• At least 20 hours of training in one or more of these subjects: counselling; crisis and conflict resolution; psychosocial intervention for substance use disorders; and trauma-informed practice.

• At least 20 hours of training one or more of the subjects: counselling; crisis and conflict resolution; psychosocial intervention for substance use disorders; and trauma-informed practice.

• Completion of UGM’s Non-Violent Crisis Intervention training and all other mandatory training, including First Aid training/certification and Naloxone training/certification.

• Willing to provide current vaccination information.

Working Conditions

• Work Location

Work is generally performed indoors, with up to 10% of the time spent outdoors in all types of weather.

• Physical Requirements

Work is generally sedentary in nature, but may require standing, walking or reaching for up to 50% of the time. Employee is required to look at a computer screen and use a keyboard for up to 90% of the time. Must be able to lift up to 35lbs occasionally.

• Work Conditions

Working environment is generally favourable. Lighting and temperature are adequate. Work is performed amid normal conditions of dust, odors, fumes, and noises. Occasional environmental exposures to cold, heat, and water. This position is required to work in an environment often dealing with clients in crisis situations brought about by diverse problems. The ability to function independently and frequently under pressure, while managing multiple concurrent tasks including emergency situations is an ongoing expectation of this position.

• Hours of Work

This position works a day shift. Some weekend or evening work may be required. Moderate overtime may be required. Working on statutory holidays may be required.

• Hazards

Job requires frequent interaction with the public some of whom may be upset, abusive, and/or violent. Job requires working frequently with people in unhealthy conditions and may include exposure to bodily fluids, lice and bedbugs. Employee is required to hear information about participant’s lives which may be troubling or upsetting, and may cause emotional issues including vicarious trauma.

• Other

Due to the nature of the job, and our commitment to a safe environment, the candidate is subject to a criminal record check.