Programs & Administrative Coordinator

at  Connections for Families Society

SUMMARY

Connections for Families Society is seeking a Programs & Administrative Coordinator to support the efficient execution of agency programs and operations.

ABOUT US

Connections for Families Society supports people with cognitive challenges to make choices and decisions for their lives, including being successful parents. With the support of Connections, parents with cognitive challenges work to maintain safe and nurturing homes. As a leader in parents’ rights advocacy, Connections provides life-long in-home support and parenting skills education, financial coaching, group programs, counselling, and community resourcing to families in the greater Calgary area.

Connections is proud to offer a supportive, team-oriented work environment. We offer a competitive compensation package which also includes the following benefits:

• 100% employer paid group health, dental, AD&D, & Life coverage from your first day of employment
• A health and lifestyle spending account
• Long-term disability coverage (employee paid to ensure benefits are non-taxable)
• 3 weeks vacation to start, plus quarterly wellness days and Xmas holidays break
• Employee & Family Assistance Program, including enhanced mental well-being and stress management benefits

QUALIFICATIONS AND EXPERIENCE

• Post-secondary education in a relevant field (e.g., non-profit administration, business administration, disability sector, etc.)
• 3-5 years of experience in office administration, operational support, or a related field.
• Intermediate Microsoft 365 application skills, including Outlook, Word, Excel, PowerPoint & SharePoint.
• Demonstrated ability to work independently and juggle multiple priorities.
• Demonstrated ability to quickly learn and effectively use new technologies.
• Demonstrated adaptability and willingness to take on new challenges.
• Demonstrated attention to detail and high accuracy in completing tasks.
• Demonstrated high level of integrity, professionalism, and discretion in dealing with confidential information.
• Excellent organizational and multi-tasking abilities.
• Strong verbal and written communication skills.
• A self-starter with a high degree of initiative & accountability.
• Strong interpersonal skills, demonstrating cultural competency with respect to race, ethnicity, socio-economic status, and abilities.
• Experience working with databases would be a strong asset.

ADDITIONAL REQUIREMENTS

• Note that this position works onsite Monday through Friday at the Connections main office in NW Calgary.
• Successful applicants may be asked to provide proof of qualifications.
• A current Criminal Record check (including vulnerable sector screening) and Child Welfare Intervention Record check, the cost of which will be reimbursed by the agency upon offer of employment. These checks are renewed at least every 3 years.
• Current First Aid and CPR, or willingness to obtain certification within 30 days of employment.
• A valid driver’s license and access to a reliable automobile to run occasional errands.
  Applications must include a resume and a cover letter in pdf format, and must be submitted online via our careers portal by February 9th, 2025. Only candidates selected to proceed through the selection process will be contacted.

ABOUT THE ROLE

Reporting to the Director of Programs and working closely with Connections’ Leadership Team, the Programs & Administrative Coordinator supports the efficient execution of agency programs and operations. Highly organized and detail oriented, this position plays a vital role supporting our team and ensuring our operations run smoothly.

POSITION RESPONSIBILITIES

• Oversee and maintain day-to-day office operations, ensuring a smooth and efficient workflow & clean and organized space.
• Support the Director of Programs with program administration, including client referrals, intake, and file maintenance processes.
• Provide general administrative support to the Executive Director, including assisting in data collection and preparation of funder reports, proposals, presentations, and other communication materials.
• Support the team with meeting administration including scheduling, agendas, minutes, and reports.
• Act as the in-house expert on online meeting platforms and audiovisual equipment, ensuring remotely delivered groups and meetings run smoothly.
• Purchase and maintain the inventory of office and program supplies, run errands, and coordinate with vendors and service providers.
• Handle incoming calls, emails, and correspondence, directing them appropriately.
• Manage and maintain office equipment (e.g., printers, copiers, phones, A/V, etc.) and troubleshoot any technical issues, coordinating with our IT support vendor as required.
• Oversee access control and facilities maintenance, serving as the main point of contact for building management and other facility service providers.
• Participate in onboarding new employees, volunteers, and practicum students through orientation to agency systems and procedures.
• Lead the logistical coordination of both internal and programmatic agency events, e.g., Christmas parties, family picnics, team building events, etc.
• Serve on the agency’s health & safety committee.
• Maintain agency databases and statistics, including processing client intake and dismissal, group and event registration & attendance, referrals, demographic updates, etc.
• Working closely with the Director of Operations, act as a backup administrator for agency databases and act as a resource for program staff on data entry procedures.
• Provide support to the Financial Coaching team during peak periods.
• Actively participate in initiatives to ensure program and service quality excellence and consistency, including the launch of new systems designed to streamline efficiency and productivity.
• Other projects and tasks as assigned.