POSTING SUMMARY:

Pivot Point provides clinical services, empowering individuals and families to overcome social and developmental challenges. The Program Administrator ensures effective management of a designated Program Area, overseeing contracts, finances, and compliance while fostering collaboration. This role drives program excellence through efficient administration, stakeholder engagement, and alignment with Pivot Point’s vision and mission.
Are YOU skilled in administrative oversight, ensuring services operate smoothly within program parameters, meeting contractual and regulatory requirements?
Do YOU excel in financial management and possess a knack for tracking expenditures, budgets, and reports?
Are YOU a natural communicator and liaison capable of bridging gaps between stakeholders and teams?
Do YOU possess strong problem-solving and process-improvement skills?
Are YOU data-driven and capable of providing insights for strategic decision-making?

QUALIFICATIONS AND EXPERIENCE:

• Post-secondary education in Business Administration, Accounting, Social Services, Contract Management, or a related field (Bachelor’s degree preferred or equivalent combination of education and experience).
• Proven experience in contract management, fund accounting, budgeting, financial reporting, and preparing for audits—ideally with government contracts (e.g., MCFD) and familiarity with contribution-based and unit-rate funding models.
• Strong understanding of publicly funded program regulations, with experience ensuring organizational compliance through accurate financial tracking, reporting, and support during audits and verification processes.
• Professional verbal and written communication skills in English, with the ability to work independently and collaboratively within multidisciplinary teams and build strong stakeholder relationships.
• Demonstrated ability to manage multiple service contracts and deadlines, oversee administrative processes, and maintain meticulous records across dynamic, high-volume environments.
• Skilled in critical thinking, with a proactive and resourceful approach to resolving compliance and operational issues, improving administrative workflows, and optimizing service delivery.
• Proficient in financial software, databases, and tools such as Google Suite and internal systems for contract tracking, reporting, and data analysis, while upholding data accuracy and confidentiality.

1. Contract and Compliance Management: Prepare, manage, and audit service contracts to ensure full compliance with funder and regulatory requirements.
2. Financial Oversight: Conduct accurate fund accounting, monitor and reconcile program budgets, ensuring expenditures align with funder allocations and internal financial controls.
3. Performance and Quality Assurance: Collaborate with internal teams to conduct service audits and ensure adherence to CARF standards and continuous improvement goals.
4. Stakeholder Coordination: Serve as the primary contact for external funders, managing service estimates, invoicing, and communication to ensure transparency and timely payments.
5. Data Analysis and Reporting: Generate and present regular data reports highlighting trends, service gaps, and opportunities for operational or financial improvement.
6. Administrative Tools and Best Practices: Implement existing user-friendly tools and templates to support efficient documentation, reporting, and contract management across the team.