Program Operations Administrator
The Program Operations Administrator plays a vital role in managing and optimizing program operations to ensure seamless service delivery. Reporting to the Program Director, this position oversees administrative functions, coordinates project activities, and maintains essential program documentation. The Administrator will provide critical support to the program management team, ensuring the smooth execution of various programs and projects. This role involves performing administrative tasks, coordinating program activities, and communicating with stakeholders to facilitate effective program delivery.
Description of Duties and Authority
Administrative Support:

• Assist program management in day-to-day administrative tasks such as scheduling meetings, preparing agendas, and managing correspondence.
• Manage deadlines and follow up with employees to ensure deadlines are met.
• Assist with the preparation of reports and presentation materials.

Documentation and Reporting:

• Maintain accurate program records, including participant data, budget information, and program files. Prepare and distribute program-related documentation, reports, and presentations as needed.

Communication and Coordination:

• Serve as a point of contact for program inquiries, ensuring timely and professional communication with participants, partners, and internal stakeholders.
• Prepares client and staff memos for electronic or mail out distribution.
• Manages Survey Monkey and Group Cast for the Agency.

Data Base Management:

• Assist with managing, collecting and organizing program data and reports for reporting and evaluation purposes. Ensure data integrity and confidentiality in handling sensitive information. Assist in gathering feedback and data for program evaluation purpose.

Support Program Development:

• Contribute to the development of program materials, outreach efforts, and promotional activities to enhance program visibility and impact.
• Prepares ILS policies and procedures for approval and creates fillable forms for all departments.

Budgeting:

• Manage basic accounting tasks such as reconcile expenses, running reports, and updating spreadsheets.

Team Collaboration:Administrative Support:

• Collaborate effectively with program team members and cross-functional teams to achieve program objectives and deliverables.

Administrative Support:

• Leads annual policy review and ensures shared documents are current and distributed.
• Manages the Shared Drive Forms & Templates folder and updates forms and templates when revisions have been approved.
• Coordinates procurement, distribution, and inventory of ILS personal protective equipment.

Quality and Service Delivery:

• Quality Improvement: Monitor identified activities to ensure compliance with program goals, objectives, and guidelines. Identify areas for improvement and contribute to continuous process enhancements.
• Research and Analysis: Conduct research and analysis on program-related topics and policy development to support decision-making and continuous improvement efforts.
• Client & Caregiver Satisfaction Surveys: Assist with the distribution, collection, and summary of ILS satisfaction surveys.
• Accreditation: Support, track and update tasks related to the agency's accreditation efforts.

Strategic Planning and Development

• Participate in planning and communication of ILS's missions, values and goals.

Health & Safety

• Adheres to and is knowledgeable in the provisions of the Occupational Health & Safety Act.

Qualifications & Skills:

• Bachelor's degree/College Diploma in Business Administration, Public Administration, Communications with 3 to 5 years in a related experience.
• Previous experience in an administrative support role, preferably in a non-profit organization, educational institution, or similar setting.
• Strong organizational skill set with the ability to prioritize tasks and manage time effectively.
• Proven ability to react proactively or reactively to changing workflows and/or work demands.
• Excellent written and verbal communication skills, with attention to detail and accuracy in documentation.
• Advanced experience in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with database management systems.
• Ability to work independently with minimal supervision and as part of a collaborative team.
• Well developed emotional intelligence skills re; self-awareness, self-management, social awareness and relationship management.
• A proven track record of strong client service focus and demonstrated knowledge and sensitivity to the needs of adults with disabilities and seniors.
• Commitment to professionalism, integrity, and confidentiality in handling sensitive information and situations.

Please Note that due to the changing nature of the ILS's role and relationship with funders, the duties and responsibilities of this position may change from time to time necessitating the delegation of other related duties within the agency.

Please be advised that as part of the mandatory screening process ILS requires professional references, verification of academic, training and accreditation credentials, plus a current Police Vulnerable Sector Check. A Current Immunization Record is required of all new employees, including two doses of a COVID-19 vaccine series approved by Health Canada or the World Health Organization, short of an approved exemption on a ground pursuant to the Ontario Human Rights Code or medical reasons.

In keeping with our continuing efforts towards greater representation, we welcome applicants with relevant lived experience and candidates with a broad reflection of identities including Black, Indigenous, People of Colour (BIPOC), 2SLGBTQI+, age, abilities and socioeconomic background.

In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), ILS provides accommodation, accessible formats, and communication supports at all stages of the hiring process. We ask applicants to make their needs known in advance by contacting [email protected] or phoning (705) 737-3263.

ILS offices are located in Simcoe County. We acknowledge that the land on which we work in is the traditional territory of the Anishinaabek Nation. The Wendat and the Haudenosaunee Nations have also walked on the territory over time. We acknowledge the enduring presence of Indigenous people and are grateful to have the opportunity to be present in the territory.

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