Program Support Coordinator

Employer: Regina Open Door Society

Location: Regina

Number of positions: 1

Type of positions: Program Support Coordinator

Wage/Salary: $48,610.91

Regina Open Door Society
Position Title: Program Support Coordinator
Closing date: August 15, 2020
Permanent Full-Time
Internal/External posting

The Regina Open Door Society (RODS) is a non-profit organization that provides settlement and integration services to refugees and immigrants in Regina. RODS is committed to meeting the needs of newcomers by offering programs and services that enable them to achieve their goals and participate fully in the broader community.

The Regina Open Door Society Inc. is seeking a qualified individual to staff the full-time position of program support Coordinator.

As part of The Settlement and Family Unit, the Program Support Coordinator is responsible for supporting the efficient day-to-day operation of the Settlement Family and Community Services Department by accomplishing the program support tasks. This will be achieved by providing lead hand in planning and organizing program support activities, supporting the program support team and monitoring and evaluating progress. This position will also work with managers and team leaders to ensure the department budget is spent according to Immigration Refugee Citizenship Canada (IRCC) funding agreement.

Desired qualifications/education

• Post-secondary education in a related field or three years of experience providing administrative services in an office setting;
• Knowledge of applicable accounting principles and/or procedures.
• Ability to accurately compile, calculate, summarize, and process data.
• Ability to check and verify documentation for completeness and accuracy
• Excellent communication and writing skills ;
• Effective time management skills in a busy office environment ;
• Proficient use of the following computer programs: Word; Access, Excel; Adobe; Spreadsheets; outlook; Internet
• Proficient use of the following office equipment: Voice messaging systems, Fax machine, photocopier,

Other Requirements
• Valid Driver’s class 5 Saskatchewan license
• Clean Criminal Record Check
• Valid Saskatchewan Class 5 Novice 2 License
• Clean Driver Abstract
Detailed job description
• Organize program support team meetings
• In consultation with management, organize and monitor program support team activities
• Provide training and support to program support staff members
• Answer general phone inquiries using a professional and courteous manner;
• Direct phone inquiries to appropriate staff members;
• Track program spending and provide a report to management
• Assist with the preparation of program budgets
• Process, purchase orders, preapprovals, account payables, credit memo and enter financial information into TCN
• Review financial documents /preapprovals before being signed by management
• Follow up with vendors when needed
• Review account ledger and report inaccurate information as soon as possible
• Work closely with RODS finance team to resolve budget-related situations and provide a response to enquiries
• Keep an up-to-date list of asset inventory
• Respond to queries and information requests
• Updates Settlement Program website information /promotional materials
• Greet clients/visitors to the department in a professional and friendly manner
• Use computer word processing, spreadsheet, and database software to prepare reports, memos and documents;
• Sort incoming mail, faxes and courier deliveries for distribution;
• Prepare an agenda for a general staff meeting in consultation with manger;
• Take staff meeting minutes and distribute;
• Prepare orientation package, workspaces, computers, internet and email access and office supplies for new employees
• Maintain inventory of office supplies and order supplies when needed
• Compile month-end data and reports; mileage, timesheets and request to take time off; interpreter sheets, preapproval for supplies and maintenance;
• Maintain updated client mailing list, staff and clients files and other documents as directed by the unit manager
• Maintain reporting documentation and compile statistical data each month
• Assist managers, Settlement and Family staff in organizing some special events and activities
• Work with the management team to review program spending
• Perform other administrative responsibilities as needed by the Settlement and Unit managers
• Assist managers in organizing and preparing programs procedure manual/package

Working Condition
• Occasionally required to work evening and weekends
• May be required to carry and lift materials, resources, and equipment (max. 20 lbs)
• Works with clients with language barriers
• Operates in a busy work environment
Hours of work are Monday to Friday from 8:00 AM to 4:30 PM with an Earned Day off (EDO) every other Monday or Friday. All positions at RODS require a clean criminal record/child abuse registry check. There is a cost-shared benefits package and a 3% employer contribution to the Saskatchewan Pension Plan available to the employee with successful completion of a six-month probationary period. Salary for this position is $48,610.91

We thank all candidates for their interest; however, we will only contact those selected for Successful candidates will be contacted for an interview. Please be prepared to provide three work-related references at the time of your interview. No phone calls, please. Please respond in confidence by email to:

Wendy L Brooks
Human Resources
Regina Open Door Society
2314-11Th Ave,
Regina, Saskatchewan, S4POK1

How To Apply

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