About the Job:

The Dufferin HART Hub is dedicated to improving outcomes for individuals in Dufferin County experiencing homelessness, mental health challenges, and substance use issues. By providing integrated, low-barrier support services, we aim to enhance the quality of life, physical health, and overall well-being of individuals in our community. We take a person-centered, equity-focused approach to ensure that clients have access to the care they need when they need it.

Role Overview
The Program Administrator is a dynamic and compassionate individual which is an integral part of the HART Hub Dufferin, providing support to a multidisciplinary team delivering comprehensive, integrated care services to vulnerable individuals. The Program Administrator is responsible for providing administrative support to the program’s leadership and service team to ensure successful daily operations. They support scheduling, file and data management, expenses and invoicing, meeting coordination, and work closely on new projects in the programs as required.

Key Responsibilities:

• Provide reception coverage to the program which includes triaging calls and coordinating communication between the team and clients
• Organize and prepare agendas, pre-meeting materials for various committees and ad hoc meetings
• Attend required meetings and prepare concise and accurate minutes
• Organize and maintain confidential documents
• Prepare month end documents, staff absence and expense forms and submit to leadership
• Provide daily administrative support such as filing, photocopying, and ordering office supplies
• Prepare documents, forms, presentations and reports using a variety of software programs
• Provide support to all SHIP programs as needed
• Invoice preparation and reconciliation
• Maintain inventory of program supplies
• Support to staff regarding client file requirements
• Support and facilitate IPAC requirements for team and program at various locations
• Demonstrate a strong commitment to quality care and service delivery based on SHIP’s Vision, Mission and Values
• Adhere to agency Health & Safety Program and the Client Safety Framework
• Perform additional duties as required/delegated
• You may be required to administer naloxone in response to suspected opioid overdoses, and must complete appropriate training to recognize overdose symptoms, safely administer naloxone via nasal spray or injection, and follow emergency protocols including contacting emergency services. You will receive training within the first eight weeks of employment.

Qualifications:

• Bachelor’s Degree or Diploma in Business Administration, Social Services, or equivalent
• 1+ years’ experience of Administrative Support
• Previous experience supporting multidisciplinary teams is an preferred
• Excellent verbal/written communication and interpersonal skills
• Strong analytical and organizational skills
• Demonstrated ability to work without direct supervision in a team environment
• Proficient in MS Suite (Word, Excel, Power Point and Outlook)
• A vehicle, valid driver’s license, and adequate insurance coverage
• Valid certification in First Aid & CPR and Mental Health First Aid

Reporting Function

The Program Administrator reports directly to the Manager, HART Hub Dufferin. They work with both internal and external staff/clients/partners and interact with all levels within the organization. They ensure that strategic goals established are translated into practical action and that relationships are maximized between clients, employees, and community partners.

They are a support system, resource, and an advocate for the team and organization.

Working Conditions and Physical Requirements:

• Day shifts (Monday – Friday: 8:30am-4:30pm) with the ability to work outside these hours where required
• Able to work well with internal and external clients
• Able to drive, walk (site locations) regularly
• Able to sit for prolonged periods of time
• Able to answer and communicate telephone calls and general computer use
• Computer screen use (multiple screens if applicable) for prolonged periods of time
• Able to lift up to 20lbs (product, documents, etc.)
• Ability to travel to program sites as required

SHIP Values:

• Compassion, Hope, Inclusive, Respect, Professional

Why Join Us?
The HART Hub Dufferin is at the forefront of providing integrated care for individuals facing complex challenges in Dufferin County. This is a unique opportunity to contribute to a transformative program that addresses the root causes of homelessness and supports individuals through a holistic, person-centered approach.The HART Hub Dufferin is committed to fostering an inclusive workplace that reflects the diversity of the communities we serve. We encourage individuals from diverse backgrounds to apply.

“SHIP strives to be equitable and inclusive in all that we do. Equity is a core value, and we are committed to providing an inclusive selection process. We encourage applicants from equity deserving communities including women, Black, Indigenous, other racialized groups, 2SLGBTQ+ persons, individuals with disabilities and others who will contribute to and enrich the organization and its values. We are committed to inclusive, barrier-free recruitment, selection processes, and work environments. Please advise the People and Culture Department of any accommodations needed in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code to ensure you have access to a fair and equitable process”.

Please note that we use automated screening tools as part of our recruitment process and are reviewed to support fair and equitable hiring practices

Monday – Friday: 8:30am-4:30pm
Non-Union - 37.5 hours/week