Administrative & Education Assistant

at  Hospice Niagara

POSITION SUMMARY

This is a temporary full-time position for a one month duration, with a possible extension.
Reporting to the Director, Quality & Risk Management, the Administrative and Education Assistant provides administrative navigation and customer service to staff, clients, visitors and the general public, as well as clerical support to the administration of account payables, payroll, bank deposits, donation processing, and financial reports.
The Administrative and Education Assistant also supports the coordination of learner registration, communication and payments for educational programming, as well as the logistical coordination of training sessions.
The Administrative and Education Assistant performs all duties in a safe and healthy manner, in accordance with Hospice Niagara’s policies and procedures, the Occupational Health and Safety Act, and all other applicable legislation.

SKILLS & ATTRIBUTES

• Exceptional ability to accurately and efficiently enter data
• Strong data, mathematic, administrative and organizational skills
• High degree of self-direction and self-motivation
• Ability to focus on multiple tasks at one time, with regular interruptions
• Strong customer service, problem solving, time management and prioritization skills
• Highly developed judgment, diplomacy, confidentiality and integrity
• Experience effectively communicating information in one-on-one settings
• Strong verbal and written communication skills in English and French (other languages considered and asset)
• Strong dedication to the vision, mission and values of Hospice Niagara
• Exceptional proficiency in computer skills including Outlook, Microsoft Word, Excel and other databases
• Occasional flexibility to work varying shifts, including days, nights, evenings, weekends, and holidays based on organizational needs
• Exhibit a professional, compassionate and caring approach
• Demonstrate strong active listening and interpersonal communication skills
• Ability to develop relationships based on trust, compassion and empathy
• Effectively set appropriate boundaries and understand the limitations of volunteers in client care
• Demonstrate a high degree of self-direction and self-motivation
• Demonstrate a healthy adjustment to loss and exercise ongoing self-care

ACADEMIC, TRAINING, KNOWLEDGE & EXPERIENCE

• Certificate or diploma in office administration, health office administration or related program, or an equivalent combination of education and work experience
• Additional training in finance, bookkeeping, customer service, or database management (considered an asset)
• At least one year of related work experience
• Experience working in a non-profit setting (preferred)
• Vulnerable Sector Police Check (favourable, within past 12 months)
• Fundamentals of Palliative Care (preferred, must be completed within 12 months of hire)
• First Aid/CPR (preferred, must be taken within 12 months of hire)
• Mask Fit (preferred, must be completed within 12 months of hire)
• Safe Food Handling (preferred, must be completed within 12 months of hire)

• Ensuring goals and objectives are developed and executed in alignment with the vision, mission, values and strategic priorities of Hospice Niagara
• Entering data, processing financial donations, preparing and facilitating bank deposits
• Maintaining website, communication materials (i.e. flyers) and database for educational programming
• Coordinating registration, class scheduling, payments, course materials, and certificates for educational program
• Processing medication fees and returns for Residents of The Stabler Centre
• Opening and distributing incoming mail
• Providing systems support and coordination (i.e. cell and office phones, computers, presentation equipment)
• Coordinate room bookings for staff meetings and client functions
• Receiving and entering funeral home donations information
• Coordinating donor acknowledgements
• Administering petty cash
• Coordinate administrative volunteers
• Serving as a first point of contact for general inquiries and providing information to clients, families and other guests (i.e. over the telephone or in person)
• Performing general office duties such as filing, photocopying, and answering the telephone
• Coordinating maintenance and repairs (i.e. photocopier, postage machine, shredding service, phone system, etc.)
• Mentoring and training new staff, volunteers, students and seasonal administrative contract positions in administrative processes
• Ordering and distributing office supplies; maintaining supply room
• Providing back-up administrative to support to Executive Director
• Providing input to achieve accreditation standards and ensure program standards are continuously maintained, including financial and human resource policies and procedures
• Working proactively to protect the interests of the organization and mitigate risk, whenever possible; advising supervisor of issues and working with a solutions-based approach
• Maintaining administrative files and records, in accordance with privacy legislation
• Raising positive community awareness of hospice palliative care and of the programs and services provided by Hospice Niagara
• Demonstrating personal initiative and participation in other aspects of working for a non-profit organization, including participating in organizational events and fundraising activities
• System administrator access to AKA Raisin Fund Development software, Sumac donor database, 5 Car Draw lottery software, Education website, internal staff and volunteer portal
• Provides backup support for payroll administration, accounts payable and financial reports
• Supervise, schedule and input into performance management for administrative volunteers
• Provides back up support to the Executive Assistant
• Other duties, as assigned