Services and Programs Support & Office Finance Coordinator

Job Description

Position Title:

Services and Programs Support & Office Finance Coordinator

Organization:

Ensemble Services

Reports To:

Executive Director

Employment Status:

Full-Time

Position Summary

The Services and Programs Support & Office Finance Coordinator provides administrative, financial, programmatic, and volunteer coordination support to ensure the efficient and compliant operation of Ensemble Services. This role supports frontline healthcare and harm reduction programming and plays a key role in maintaining operational, financial, and regulatory integrity.

Working within a community-based healthcare and harm reduction environment, the incumbent must demonstrate professionalism, emotional maturity, sound judgement, and the ability to work respectfully and effectively with diverse populations, including individuals with lived or living experience, substance use challenges, mental health challenges, stigma, STBBI’s, and systemic barriers.

This position supports organizational accountability to funders, regulatory bodies, and community stakeholders through accurate financial administration, data management, reporting, and program support.

Key Responsibilities

1. Administrative and Program Operations Support

• Provide professional and trauma-informed reception services, including greeting visitors, responding to inquiries, and directing individuals to appropriate services.
• Triage incoming calls, service requests, and community inquiries while maintaining confidentiality and professional boundaries.
• Coordinate logistical arrangements for meetings, training sessions, outreach initiatives, and community events.
• Provide administrative support to program delivery, outreach activities, and community engagement initiatives.
• Maintain and update service, volunteer, donor, supplier, and stakeholder databases using Customer Relationship Management (CRM) systems (e.g., Salesforce or similar platforms).
• Prepare correspondence including donor acknowledgements, tax receipts, stakeholder communications, and program materials.
• Maintain secure and confidential records in compliance with applicable privacy legislation (e.g., PIPEDA, Personal Health Information standards, and organizational confidentiality policies).
• Support data collection, reporting, and evaluation activities required by funders and quality improvement initiatives.
• Prepare program and event summary reports, including participation data, volunteer contributions, and financial tracking.
• Maintain employee vacation and other absence records, ensure employee records are up to date, necessary forms competed and filed. This would include trainings employees attend and other miscellaneous reports.
• Maintain office systems, supplies, and administrative processes that support effective service delivery.

2. Financial Administration and Organizational Stewardship

• Maintain accurate and complete financial records in accordance with Canadian accounting standards for non-profit organizations and organizational financial policies.
• Process accounts payable and accounts receivable transactions.
• Maintain financial filing systems and audit-ready documentation.
• Assist with payroll-related documentation and expense processing.
• Support financial reconciliation and tracking of program expenditures and revenues.
• Prepare financial summaries and reports for the Executive Director, Board of Directors, and funders.
• Assist with preparation for financial reviews, audits, and compliance reporting.
• Support submission of required filings to regulatory and funding bodies, including Canada Revenue Agency reporting requirements.
• Promote financial accountability, transparency, and internal control processes.

3. Volunteer Program Coordination

• Coordinate and administer the agency’s volunteer program in alignment with best practices in volunteer engagement and risk management.
• Facilitate volunteer recruitment, screening, onboarding, and orientation processes.
• Coordinate volunteer training and scheduling in collaboration with program staff.
• Maintain volunteer records, tracking systems, and participation metrics.
• Support volunteer retention, recognition, and engagement initiatives.
• Ensure volunteers operate in compliance with organizational policies, confidentiality standards, and harm reduction principles.

4. Harm Reduction and Client-Centered Service Support

• Demonstrate commitment to harm reduction philosophy and client-centered care practices.
• Support safe, inclusive, stigma-free service environments.
• Apply trauma-informed, culturally responsive, and strengths-based approaches when interacting with clients and community members.
• Maintain professional boundaries and ethical standards consistent with community healthcare practice.
• Support agency initiatives related to public health, prevention, education, and community capacity building.

5. Compliance, Quality Improvement, and Organizational Support

• Support implementation of organizational work plans, strategic priorities, and quality improvement initiatives.
• Ensure adherence to organizational policies, procedures, privacy standards, and occupational health and safety legislation.
• Participate in program evaluation, performance monitoring, and reporting activities.
• Assist with risk management and service quality initiatives.
• Perform additional duties as assigned by the Executive Director or designate.

Core Competencies

Professional and Interpersonal

• Demonstrated emotional intelligence, maturity, and professional judgement.
• Ability to work respectfully with individuals experiencing stigma, marginalization, or complex health and social needs.
• Strong communication, relationship-building, and conflict resolution skills.

Administrative and Organizational

• Exceptional organizational, time management, and multitasking abilities.
• Strong attention to detail and record-keeping accuracy.
• Ability to prioritize competing demands in a fast-paced service environment.

Financial and Analytical

• Demonstrated bookkeeping and financial administration skills.
• Ability to maintain accurate financial and statistical records.
• Strong analytical and reporting skills.

Ethical and Regulatory

• Strong understanding of confidentiality, privacy, and ethical practice standards.
• Commitment to equity, diversity, inclusion, accessibility, and anti-stigma principles.
• Knowledge of harm reduction and community healthcare service standards.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Experience with accounting or bookkeeping software (e.g., QuickBooks or equivalent).
• Experience using CRM/database systems, preferably Salesforce.
• Experience with data tracking, reporting systems, and digital record management platforms.
• Experience with virtual communication and collaboration tools.

Qualifications

Education

• Post-secondary diploma or degree in Office Administration, Business Administration, Accounting/Bookkeeping, Human Resources, Health Administration, or related discipline.

Equivalent combinations of education, training, and relevant experience will be considered.

Experience

• Minimum three (3) years experience in administrative and/or financial support roles.
• Experience working within community-based healthcare, public health, social services, or harm reduction environments is strongly preferred.
• Experience supporting non-profit or charitable sector operations is considered an asset.
• Experience coordinating volunteers or community programs is considered an asset.

Additional Requirements

Valid New Brunswick driver’s licence and access to reliable transportation is considered an asset.

• Ability to work occasional evenings or weekends for events and program support.
• Bilingualism (English and French) is considered an asset.

Working Conditions

This position operates within a community-based healthcare and harm reduction organization. The role involves regular interaction with individuals from diverse and vulnerable populations. The successful candidate must demonstrate compassion, cultural humility, professionalism, and adherence to safe and inclusive service delivery practices.

Commitment to Equity and Inclusion

Ensemble Services is committed to fostering an inclusive and accessible workplace that reflects the diversity of the communities we serve.