Program Assistant

TRADUCTION EN ATTENDANT

Are you looking for a rewarding position with a progressive non-profit organization positioning itself for change?

We have an exciting opportunity for a full time Program Assistant (35 hours per week) to help move the Parent Resource Centre (PRC) toward its organizational goals. We are seeking an enthusiastic and innovative person with strong interpersonal and administrative skills, who has at least 2 years of experience in a busy office environment. The Program Assistantacts as first contact for the PRC and provides direct service to clients by phone, email and in person. Additionally the incumbent also provides comprehensive support to the Executive Director and performs office and administrative functions.

With a focus on early learning, parent support, training, research and community capacity, PRC has a lasting impact on children’s developmental outcomes. Through use of best practices, we offer a holistic approach to supporting children, their parents and caregivers, as well as professionals who work with children.

Operations

• Provides telephone coverage and directs calls as necessary to appropriate staff person
• Responds to general phone and email inquiries
• Remains up to date and knowledgeable regarding PRC programs and services and community resources
• Greets all visitors to PRC and provides appropriate supports and marketing materials as required
• Supports the Community Engagement Officer in planning communications or fundraising activities
• Edits the online Parent Education Calendar
• Manages mail, couriers and deliveries
• Produces reports and takes meeting minutes as and when needed
• Conducts new employee on boarding/orientation
• Responsible for all aspects of alarm system
• Responsible for maintenance requests with Ottawa Community Housing and ensures work orders for PRC are completed in a timely fashion
• Supports the safe operation of PRC by ensuring preventive maintenance requirements are met; calling for repairs; maintaining equipment; evaluating new equipment and repairs
• Coordinates and manages staff travel arrangements and meeting arrangements, including off-site meetings and conferences
• Recommends changes to improve overall office efficiency
• Liaises with all suppliers, and maintains a suppliers accounts file
• Reports meter copy count to copier supplier on a quarterly basis
• Receives and places the office supply order
• Changes the PRC data backup hard disk weekly
• Manages the Donor database, coordinates all activities related to donor referral telephone calls including coordinating notification of donations to the Finance Officer
• Enters all gifts / donations received (cheques, credit cards) into the donor database
• Generates thank you letters to donors and issue charitable tax receipts when appropriate
• Generates financial donations reports as needed
• Maintains list of PRC Memberships, subscriptions and renewals and liaises with Finance Officer in regards to reconciliation of same
• Manages and updates PRC IT assets list

Support to the Executive Director:

• Screens and responds to phone calls as required
• Assists with meeting preparations and set up
• Drafts correspondence for ED signature
• Oversees the PRC recruitment and interview process together with management
• Maintains and updates policy and procedure manual as directed
• Maintains board member files, orientation materials and ensures files are up to date

Knowledge and Abilities:

• Ability to respond sensitively, professionally and with expertise to guide parents and professionals seeking supports
• Ability to build rapport and convey empathy quickly with both drop in clients as well as those calling the phone line
• Superior communication and listening skills
• Highly organized and able to multi-task and effectively prioritize
• Takes initiative to anticipate problems and proactively develop solutions
• Ability to work independently and effectively as part of a small team
• Proven ability to deal with sensitive and personal information in a confidential manner

Requirements and Qualifications:

• Post Secondary Education
• 3-5 years of Administrative experience
• Strong knowledge of community resources available in Ottawa essential
• Ability to maintain recordkeeping systems essential
• Knowledge of Microsoft Office, with a proficiency in Word, Power Point, Excel and Outlook
• Previous experience with telephone-based service delivery an asset
• Good internet searching skills, knowledge of web based media and communication practices an asset 

Language Requirements:

English and French essential

If interested, send a resume and cover letter directly to careers@parentresource.ca, quoting "Program Assistant Position" in the subject line.  We thank all applicants for their interest in PRC but please note that only those selected for an interview will be contacted.  This position will remain active until we are successful in finding the right candidate.