Operations Administrator (6-Month Contract)

Vita Community Liv Serv•Toronto, ON

18h•CA$0 - CA$21•Onsite

About The Position

This position is an opportunity to put your knowledge and technical skills to work. An Operations Administrator maintains and ensures the company’s daily activities are running smoothly. The role blends administrative support, coordination, and process management to ensure that service is efficient, meets members’ needs and is aligned with the organization’s mandate. This position will support daily operations including managing staff and members schedules, maintaining H&S and MCCSS compliance standards, managing data & program documentation & communication.

Requirements

Advocacy
Building Relationships
Championing Change and innovation
Facilitating Growth and Development
Inclusive Leadership
Problem Solving and Decision Making
Resilience
Resource Management
Strategic Thinking
Valuing Equity, Diversity and Inclusion (EDI)

Responsibilities

Following Supervisor approval, update staff schedules and calendars based on submitted sick and vacation requests.
Develop/Review and manage all scheduling needs, including staff schedules, staff-to-member ratios schedule, special outings (evenings and weekends), daily adjustments, and lunch schedules.
Ensure ADP is up to date for Supervisor to approve time sheets.
Update staff calendar based on submitted sick and vacation requests.
Monitor member attendance (pulling statistical information).
Verify Fee-for-Service member attendance aligns with service contracts.
Collect and track activity fees, file, and upload receipts to SharePoint following outings.
Maintain and update program supply lists based on scheduled activities.
Monitor cleaning supply inventory weekly in coordination with DCA and flag restocking needs and order them with office manager.
Review progress notes on PCC and support / create calendar for each member.
Ensure FFS members calendar on PCC is updated and days confirmed for the Finance department monthly.
Ensure monthly documents (e.g., MAR sheets, daily sign-offs, sharps documentation) are prepared and distributed/filed.
Create staff responsibility chart and upload on Sharepoint.
Ensure sign-in sheets for staff and members are prepared and available in advance each week.
Manage data for incident reports, family concerns / contact etc.
Collect and review P-card statements, ensuring all transactions are supported by corresponding receipts.
Attend family meetings and document detailed notes for record-keeping and follow-up.
Complete and maintain site specific MCSS audits requirements.
Ensure onsite compliance with all regulatory and organizational requirements, including safeguards, binder compliance, training records, and tracking sheets.
Maintain site compliance related to health and safety (H&S), IPAC, fire drills, SMG, vehicle checks/maintenance, and building requirements.
Other duties as assigned to support operations / service.