Program Assistant

Program Assistant
Extend-A-Family Waterloo Region (EAFWR)

Do you have a passion for people, relationships, inclusion and belonging? Do you want to work towards a community that welcomes and accepts everyone?

So do we!

Extend-A-Family Waterloo Region (EAFWR) was founded on the values of working with people with disabilities to grow their social relationships and be seen and valued as full contributing citizens in our community. By offering supports and services tailored to your dreams and goals, Extend-A-Family Waterloo Region puts you first.

If this sounds exciting to you, come join our dynamic team to help bring these values to life in our community.

Role:

We are looking for two (2) Program Assistants to support our teams. This position is new within the organization and as such, will be a great growth and development opportunity within both teams!

1. As a key member of the Children’s team, the Program Assistant for this team will ensure the smooth processing of the team’s Independent Service Provision (ISP) invoices and purchase requests on behalf of families and individuals supported. They will work primarily with the Children’s Team to ensure prompt reimbursement for eligible expenses and help develop the role as time goes on to support other administrative tasks within the team. This position is a great opportunity for someone who has a love of problem-solving, appreciates the sight of a stack of papers getting smaller, and seeks ways to empower others.
2. The Program Assistant within the Residential Services team will ensure smooth communication and administrative processes to support FamilyHome and Supported Independent Living programs. Communicating directly with team members, direct support staff, and occasionally people supported, the Program Assistant - Residential Services will help navigate the systems and requirements that maintain safe living arrangements for people with developmental disabilities. The Program Assistant role will be a great fit for someone who is dedicated, dependable, detail-oriented, and guided by compassion, care and responsibility.

Qualifications:

• Related post-secondary certification and/or 1-2 years’ experience related to administration, data entry, and customer service
• Finance and bookkeeping experience is an asset
• Specific experience with Developmental Services Sector funding types is preferred (Specialized Services At Home (SSAH), Respite, Enhanced Respite/Medically Fragile, Technologically Dependent (MFTD))
• Strong working knowledge of computer applications (i.e. Microsoft Office, Adobe and/ PDF building software, Excel, email and database services, video calling, etc.) For example:
• Receive, track, file and convert incoming documents into a standardized file format
• Identify missing information in required documents and follow up with appropriate parties as needed
• Excellent organizational and time management skills (i.e. navigating deadlines and being able to multi-task based on time sensitivity and needs of the Child Team)
• Exceptional attention to detail for following processes, file tracking, purchase management, expense reconciliation, etc.
• Self-starter and willing to take initiative and responsibility for ensuring team members are supported with administrative tasks in a timely manner, meeting deadlines and Quality Assurance Measures requirements
• Proven ability to show strong oral and written communication skills
• Demonstrated experience handling confidential/sensitive information
• Ability to meet deadlines while maintaining exceptional attention to detail for following processes, file tracking, purchase management, expense reconciliation, etc.

Core Competencies:

Display Evolving level competency which is defined as “intentional growth of oneself and valuing other’s perspectives. They exhibit the competency consistently in more than one context and promote positive opportunities for change beyond themselves.” Competencies required in this role:

• Building relationships
• Creative Problem Solving
• Championing Change and Innovation
• Resilience
• Valuing Equity, Diversity, Inclusion, and Belonging

The requirements listed are guidelines. Candidates do not have to satisfy every requirement or meet every qualification to be considered. Applicants with lived experiences with mental health, disability, or who identify as BIPOC, 2SLGBTQ+ are encouraged to apply, and to seek accommodations as required to support their candidacy.

Hours and Pay:

• 37.5 hours per week
• Hybrid roles – Requires minimum of 2 days in office (91 Moore Ave, Kitchener) per week
• Band 5, starting rate: Between $24.14 - $25.60 per hour based on skills and experience
• Enrollment in EAFWR base benefit package after 3 months of regular employment

Responsibilities and Functions:

Child Team:

1. Reporting to the Program Manager the Program Assistant for the Child Team will:

Provide administrative support on behalf of families and individuals served:

• Receive reimbursement information from families and individuals served
• Verify required information, and format submissions for processing by finance team
• Identify missing information on submissions and referring to specific team members for detailed follow-up
• Remain up to date on changing guidelines and funder expectations
• Maintain strict confidentiality for service users

Provide purchasing support for the Child Team:

• Promptly process requests for purchases as requested by team staff
• Credit Card expense reconciliation

Provide Support to EAFWR administration:

• Maintain awareness of and adherence to relevant guidelines, policies and procedures
• Promote the growth of an organizational culture that is both inclusive and anti-oppressive
• Participate in training and staff development as requested/required
• Provide documents or reports as requested by the team
• Assist with administrative tasks as determined by the Child team
• Act as short-term backup coverage as needed

Residential Services Team: Reporting to the Residential Services Program Manager, the Program Assistant for the Residential Services team will:

Provide Administrative Support to Residential Services team:

• Plan, track, and execute program-wide mailouts including newsletters, notices, and other communications.
• File and upload documents to the organization’s software/database system, or place in physical file, in an accurate and timely manner
• Assist with data entry, records management, and maintenance of documentation in accordance with confidentiality standards and Quality Assurance Measures
• Tracking of various program requirements on a monthly and yearly basis, providing reminders to staff for completion
• Coordinate with the finance department on various finance-related tasks such as invoice processing, expense tracking, updated banking information and credit card reconciliation support
• Assist in the organization and coordination of meetings, training sessions, and community events
• Prepare reports, presentations, and program materials, as requested.
• Assist with purchases and tracking related to Passport funding, ensuring compliance with all government guidelines and reporting requirements

Communication with External Stakeholders and Supports:

• Monitor and help resolve timecard discrepancies or payroll-related issues pertaining to Residential Services staff (Direct Support People, Respite Providers, FamilyHome Providers, etc)
• Converse with external professionals including medical and legal professionals.
• Coordinate communication and documentation with external agencies, including the Ontario Public Guardian and Trustee (OPGT) office.
• Create and maintain positive relationships with external agencies and partners.

EAFWR Policies and Procedures:

• Maintain awareness of and adherence to relevant guidelines, policies and procedures
• Promote the growth of an organizational culture that is both inclusive and anti-oppressive
• Participate in training and staff development as requested/required
• Provide documents relevant to the position as requested by EAFWR
• Perform other general administrative tasks, as assigned

To apply for this position, please follow the application process on ADP Workforce Now. A resume is required, as well as a cover letter outlining your interest in this position.

Please note that applications for the Residential Services position will not be reviewed until September 2025.

Extend-A-Family is an equal opportunities employer. We are committed to ensuring that people with disabilities have the same opportunity of access to employment.