Contract - Administrative Assistant - 1 Year - Newmarket, Canada - Canadian Mental Health Association, York

Canadian Mental Health Association, York

Verified Company

Newmarket, Canada

2 weeks ago

Posted by:

Sophia Lee

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Description

Why work for CMHA York Region?

One of the fastest growing branches of CMHA, the Canadian Mental Health Association York Region and South Simcoe (CMHA-YRSS) provides 30+ mental health and addiction programs to adults, youth (age 12+), family caregivers, local businesses, and community organizations.

We are a team committed to our vision of mental health support for all. We offer an inclusive, innovative, and high-performance work culture that helps us deliver transformational impact.

The organization cares about the growth, safety, and well-being of employees and offers:

Competitive Total Compensation (including salary, benefits, pension)
HOOPP (Healthcare of Ontario Pension Plan) (optional for contract employees)
Comprehensive Health Benefits (optional for contract employees)

We are looking for an Administrative Assistant to support our Finance Team.

Closing Date:
March 7, 2024

Contract:
Full-time hours, 35 Hours per Week

Benefits:
Optional Health and dental, & Healthcare of Ontario Pension Plan (HOOPP).

Job Profile:

The purpose of this position is to provide administrative, clerical, and operational support to the Finance department in CMHA-YR.

The Administrative Assistant provides administrative, coordination, and clerical support to the VP of Finance & Technology as well as the Senior Director of Finance and the Senior Director, I.T.

This may include data entry, handling correspondence, handling telephone calls with clients, internal and external partners sensitively and diplomatically, organizing and coordinating meetings and overseeing office activities.

The administrative team provides backup to each other.

Key Responsibilities:

Establishes good relationships with clients and their families and external service providers as well as staff of CMHA-YR in performing reception duties
Provides reception services at all times during office hours, including triage and coordination of communications between the team and external partners, callers and visitors, and staff of CMHA-YR
Provides information in person and by phone, mail, and fax, concerning CMHA-YR programs acting as a centralized resource for housing, legal, financial, and addictionrelated information dissemination
Ensures that the clerical needs of CMHA-YR, managing incoming and outgoing correspondences, providing photocopying faxing, couriering of materials, etc., and form dissemination to appropriate individuals and teams, etc.
Review information on new referrals, requests and acquire additional information as required, and enter information into the database
Maintains an efficient filing system as well as a computerized record system and statistical information
Prepares requests for release of medical records, ensuring client authorization and release of information forms are signed and maintains records of requests for information
Ensures that any sensitive and confidential information is maintained in a safe and secure manner
Coordinates and schedules for the leaderconcerned calendar, meetings, and teleconferences; prepares and organizes meeting agendas, minutes and related documents
Provide administrative support to the Audit Finance & Resource (AFR) committee of the Board, responsible for the preparation of meeting materials, meeting coordination, and preparation of minutes
Attends and provides support in department meetings and/ or external meetings, if required
Assists in coordination activities related to training events including travel arrangements, use of equipment, etc.
Organizes internal and external meetings
Assists with research, presentations, project plans, reports, and communication materials

Requirements:

Postsecondary education in an administrative, clerical, or related area
Exceptional computer skills for a networked office, including MS Word, Excel, Access, Outlook, and PowerPoint
Superior organization, time management, and planning skills
Exceptional interpersonal, communication, and customer service skills
Ability to maintain confidentiality
Ability to multitask and prioritize workload
Ability to work independently as well as function as part of a multidisciplinary team
Ability to be proactive and take initiative where required

Preferred:

2 years of administrative and/or clerical experience related to office management is preferred
Knowledge and experience in supporting Board Committee meetings including minutetaking for board or committee meetings

Assets:

Awareness of the mental health system and mental illness
The statements above are intended to describe the general nature and level of work being performed by an individual assigned to the job. This information is not constructed to be an exhaustive list of responsibilities, duties, and skills required of the incumbent in the job. _

Working Conditions:
Works extensively at a desk, remotely, or in the office, using a computer and possibly a headset w