Program Assistant - St. Mary's Health Program
About The Position
The Program Assistant is an administrative resource providing general clerical and admin support to various clinical programs. The Program Assistant is responsible for data entry, collection of data, running reports, internal customer service, and other administrative tasks. The program assistant is also responsible for the scheduling of the clinical field staff, assisting with payroll processing, and being the first point of contact for clinical field staff inquiries. Additional responsibilities may include organization of events, ordering equipment / supplies, or participating on committees. The program assistant will assist other Clinical Managers in the successful day to day operation of the program.
Requirements
- 1-2 years previous administrative related experience, required
- Basic understanding of Microsoft Office and Excel software, required
- Previous scheduling experience, required
Nice To Haves
- Medical Terminology Diploma, preferred
- Previous experience working in a similar Admin Assistant or Clerical role, an asset
- Experience working in a non-profit and/or unionized environment, an asset
- Basic knowledge of scheduling software, and asset
Responsibilities
- Performing general clerical functions (typing, filing, copying, faxing, correlating etc.)
- Transferring information from various sources into computer software (e.g. Procura, Excel)
- Using software to run reports and generate information as requested
- Preparing letters, notices and other general documents for use in the Program
- Entering data into pre-established templates, spreadsheets and other forms
- Generating new reports, summaries, lists and forms as needed
- Coordinating program scheduling of field staff hours
- Fielding clinical staff calls regarding scheduling, relaying scheduling information to Clinical Managers
- Performing the data entry function as related to payroll information at the program level
- Collaborating with the Clinical Managers and/or the Payroll Coordinator in the accurate and efficient processing of payroll related information
- Performing general reception and phone duties within the program
- Assisting with program documentation, file management, mail and/or deliveries
- Working with team members to find continuous improvement initiatives and actions, making suggestions and offering team input
- Assisting other staff members in the execution of their duties as required
- Assisting with various program audits and surveys (hand hygiene audits, client satisfaction survey etc.)
- Ordering program supplies, as directed by the Clinical Managers
- Participating in program discussions, working groups, committees or other collaborative activities
- Following standard program procedures
- Participating in special projects
- Other duties as required or requested
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
Associate degree
