Program Aide - Fraser River Indigenous Society

Apr 30, 2021
Maple Ridge, British Columbia

POSITION SUMMARY:  This new position is responsible for providing program and administrative support to the Early Years and Family Development programs. This position requires a team member who is multifaceted and can keep programs connected and running smoothly.  Maintains the integrity and confidentiality of all information which flows through, communicates internally and externally to respond to inquiries and clarify details, coordinates appointments and meetings, submits and tracks ASCD finance information, and maintains office equipment and supplies. Preparing, and processing service agreements and requests, waitlist support, shopping for supplies, food prep for programs.   Designs, creates, and maintains correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team, processes confidential and sensitive documents. The Program Assistant supports leadership in setting a positive, collaborative, efficient tone for the program/department.

KEY COMPETENCIES: Adaptability, Behave Ethically, Communicate Effectively, Foster Teamwork, Make Decisions, Organize, Solve Problems

QUALIFICATIONS:           

  • Diploma/certificate pertaining to office assistant/administration and Early Years experience with Support Needs, 3-5 years work experience as administrative support. Combination of education and experience will be considered
  • Demonstrates working knowledge of family centered service, child development, family support and community-based services
  • Knowledge of Indigenous cultures, traditions and issues impacting on urban Indigenous families
  • Demonstrates Indigenous cultural agility and competencies in building relationships with the Indigenous community
  • Experience working in a First Nations, Métis and/or Inuit focused programs
  • Demonstrated ability to work both independently and collaboratively, resolve administrative issues/problems, prioritize workload, and to be flexible to meet and adapt to changes in organizational priorities
  • Demonstrated ability to use data base systems (CAMS), Microsoft Office 365 applications, including word processing, spreadsheet, and presentation software, at an intermediate to advanced level.
  • Demonstrates understanding of developmental needs of children and their mental, physical, social, emotional, and spiritual wellbeing
  • Experience working inclusive with children with support needs
  • Strong budgeting, financial skills, organizational time management and computer skills
  • Ability to work independently and maintain deadlines and manage priorities
  • Strong work ethic and positive team engagement skills
  • Well developed interpersonal, oral, and written communication skills
  • Experience with de-escalation techniques working with potentially hostile or aggressive clients and compliance with safety guidelines to ensure staff and client safety
  • Ability to demonstrate professional conduct in community while at work and as a representative of the society
  • Valid Class 5 BC drivers’ license (Driver’s Abstract required) and own reliable transportation; willing to obtain business insurance and liability coverage
  • Criminal Record Review with Vulnerable Sector Screening a requirement
  • Valid First Aid certificate, Infant CPR, and Food safe certificate within 90 days of employment
  • This position will be exposed to a low - mid level of noise and distractions from children and families. Direct delivery may include moderate physical activity involving walking, standing, bending, and ability to lift and carry materials weighing up to 10 kg.

KEY RESPONSIBILITIES/DUTIES:

  • Complete needed priorities in each department with clear communication to each Manager
  • Maintain accurate and efficient filing procedures for Early Years and Family Development programs
  • Process intervention disbursement requests, agreements/contracts with Daycares /preschools, service providers, and Family Support Services
  • Supporting coworkers when asked by the manger to complete tasks which aide with the overall operations of each service or program
  • Maintaining electronic and physical files, including opening new files, generating new volumes, preparing file transfers, managing file closures
  • Coordinate safety and sanitation procedures, first aid and emergency medical procedures in the Early Years and Family Development programs and promote healthy and hygienic practices
  • Monitor and maintain supplies for programs, petty cash, cheque requisition and program budgeting
  • Assist with designing and developing program calendar, social media, brochures, and flyers
  • Assist with snack planning and food prep; ensure the provision of the snack in required programs
  • Maintain appropriate record and information system. Prepare and maintain accurate data for use in monthly and annual reports for EY and FD programs
  • Ensure that accurate program and client records are maintained, and that confidentiality is a priority
  • Assist with organizing agency meetings, events, and activities
  • Attend staff meetings, in-house trainings, and other meetings as required
  • Participate in agency events and activities, as necessary
  • Contribute to agency projects as assigned by the Managers
  • Support the value of taking care of our spaces by assisting with light cleaning duties including kitchen areas, meeting spaces, reception areas, and other common spaces
  • Additional admin duties as required
  • Ensure that all pertinent registration requirements and documentation is complete
  • Assist with referral process to all programs, including knowledge of overall operations of the organization and community events
  • To provide transportation backup for ACCESS Program visits when required
  • Draft, edit and format letters, agendas, and reports
  • Comply with WCB health and safety standards to maintain a healthy and safe environment; Covid-19 safety plan and willing to participate on Health and Safety committee
  • Assist with program evaluation and quality improvements
  • Must maintain regular attendance and be flexible to accommodate changing schedules
  • Adhere to polices and standards of FRIS

Approximate break down of department service hours:

  • EY Manager:  ASCD: 13 hrs/wk. (Process intervention disbursement requests), AIDP: 8 hrs/wk., ECD 4 hrs/wk.
  • FD Manager:  10 hrs/wk.

Salary: $21.35 - $23.50 an hour - Full-time, Permanent

Benefits: Dental care, Extended health care, Paid time off, Vision care, 3 weeks vacation

COVID-19 considerations: There may be some options to work out of the office as we have minimized the number of staff on site. While on site Covid workplace protocols are in place with mandatory mask policy.

Email cover letter and resume to Early Years Manager E: eymanager@frisociety.ca

This job is from CharityVillage
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