Program Administrator

INTRODUCTION:

Extend-A-Family is a small non-profit organization working in partnership with families with children with developmental disabilities in Toronto. We are passionate about the belief that all people, including children and youth with developmental disabilities should have full and meaningful lives as welcomed and contributing members of their neighbourhoods and the broader society.

MISSION:

In partnership with families and community, we build a life of belonging for children and youth with developmental disabilities. We focus on their unique gifts and contributions to facilitate friendships, community connections and valued social roles.

Work conditions

• Hybrid; EAF office (Yonge and Lawrence) / home office / community venues for events
• Flexible hours and including the ability to support Extend-A-Family events and workshops in evenings, and weekends.
• 26 hours per week
• Dependent on successful submission of a Vulnerable Sector Police Reference Check and 3 positive employment references

Compensation:

• $29.00 - $32.00 / hour based on experience
• Enrollment in Employee Health Benefits Plan upon successful completion of probation period.
• 2 weeks paid vacation plus paid time off between Christmas and New Year
• Part of home internet reimbursed

Qualifications, Experience, and Key Competencies

Education and Experience

• Post secondary education in administration
• Minimum of 5 years experience in areas of financial bookkeeping and administrative support
• Experienced skillset working with:
• Quickbooks Online
• Microsoft Applications; Outlook, Word, Excel, Powerpoint
• Mailchimp
• Exposure to and / or experience with individuals with disabilities and their families
• Fluency in multiple languages is considered an asset
• Experience in event planning is considered an asset
• Experience working in a non-profit setting is considered an asset
• Understanding of Employment Standards Act is considered an asset

Personal characteristics

• Excellent verbal and written communication skills
• Sincere values of respect for and inclusion of people with disabilities in our society
• Excellent organizational skills
• Excellent time management skills
• Attention to detail
• Ability to multitask
• Understanding and strict adherence to confidentiality
• Ability to work well both independently and as part of a team.

Key Responsibilities

• You are often the first point of contact for families inquiring about Extend-A-Family services; responding to phone and email inquiries. Responding to these inquiries in a timely and compassionate manner is important.
• Participate in staff meetings and board meetings, taking meeting minutes and distribution of meeting materials
• Ongoing maintenance of Children and Families in Meaningful Support Database
• Ongoing and monthly bookkeeping including processing of Accounts Receivable, Accounts Payable, and recording in QuickBooks Online
• Liaison with Treasurer and Executive Director about monthly checklists, bank reconciliations, and questions
• Processing of payroll twice a month and ensuring year end reports (ie. T4) are filed.
• Liaison with auditors, providing required documentation and responding to questions.
• Submission of CRA documents
• Renewing program, directors, liability insurance and employee health insurance, in conjunction with Executive Director.
• Be a source of resource and support for coordinators and executive director
• Ensuring the office is functional, stocked with needed supplies, and is image enhancing and welcoming for families visiting. It is a small office but willingness to assist with a small amount of basic tidying / cleaning is required (as it is for all staff).
• Liaison with IT professionals for problem solving around tech equipment.
• Assisting with event planning and being present during EAF events to assist as needed:
• Annual General Meeting
• Community Celebrations
• Training events for families
• Training events for staff
• Membership coordination and issuing of charitable tax receipts for donations.
• Safely and confidentially file required HR documentations and track employee required trainings, and other requirements (ie. Vulnerable Sector Police Reference Checks)
• Point of contact for staff and board during times when executive director is absent.

APPLICATION PROCESS:

Please submit cover letter and CV to Gail Jones gj@extendafamily.ca