Program Administrator
Position Summary
- The Program Administrator provides administrative, coordination, and operational support to ensure high‑quality service delivery across ACS programs, including Group Living, SIL, and Treatment. This role supports supervisors and managers with documentation, scheduling, reporting, communications, and community engagement activities. The position ensures alignment with ACS standards, QAM, MCCSS expectations, and our mission of empowering people to live with purpose and dignity
- Scheduling & Workforce Coordination
- Lead schedule coordinator for unionized staff in a 24/7 support model, ensuring compliance with the collective agreement and staffing requirements.
- Support shift coverage, call‑ins, vacation requests, and emergent scheduling needs.
- Maintain accurate scheduling documentation and support payroll accuracy.
- Program & Office Administration
- Maintain program files, documentation, and digital records in accordance with policies and QAM requirements.
- Prepare correspondence, memos, notices, and internal communications.
- Assist with onboarding documentation and administrative tasks for new staff.
- Assist with incident report tracking and follow‑up.
- Coordinate transportation, appointments, and logistics as needed.
- Act as a central administrative support for Program Managers, Home Supervisors, and frontline teams.
- Support internal communication flow and follow up on action items.
- Liaise with external partners, vendors, and service providers.
- Data, Reporting & Compliance
- Track program data (attendance, incidents, outcomes, staffing, training).
- Prepare reports for supervisors, managers, and community partners as required.
- Ensure all forms, consents, and documentation are complete, accurate, and up to date.
- Support audits, QAM reviews, and file checks.
- Manage and update ACS’s social media presence, ensuring content is current, accurate, and aligned with ACS policies, privacy standards, and mission.
- Support the development and execution of a social media strategy that highlights programs, events, community partnerships, and organizational impact.
- Maintain confidentiality and uphold ACS values in all interactions.
- Provide administrative support for grant writing, including gathering data, preparing attachments, formatting proposals, and tracking deadlines.
- Maintain organized records of grant submissions, reporting requirements, and outcomes.
- Draft posts, monitor engagement, and coordinate with leadership to ensure messaging consistency and brand alignment
- Community Events & Engagement
- Assist with planning, logistics, and promotion of community events, agency celebrations, and engagement activities.
- Coordinate materials, registrations, communications, and follow‑up tasks.
- Support partnerships with community organizations, vendors, and stakeholders.
- Qualifications
- 3-5+ years administrative experience, preferably in community services, health, or non‑profit settings.
- Diploma in Office Administration, Social Services, Business, or related field.
- Strong proficiency with Microsoft Office, databases, and digital tools.
- Experience with MCCSS-funded programs, QAM, or case management systems is an asset.
- Experience with social media management, marketing, or fundraising is an asset.
- Core Competencies
- Strong organization and time‑management
- Excellent written and verbal communication
- High attention to detail
- Ability to maintain confidentiality
- Customer‑service orientation
- Problem‑solving and initiative
- Ability to work independently and as part of a team
- Ability to manage competing priorities in a fast paced environment
Pay: From $55,000.00 per year
Work Location: In person
