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Supervisor, Administrative Services

Pathways to Independence

This is a Full-time position in Belleville, ON posted February 23, 2021.

Pathways Posting: 06-21   Job Title: Supervisor, Administrative ServicesLocation:    Belleville          Come join us and help to support people in living their best lives!Pathways provides supportive housing options, day, and recreation programs, psychiatric counselling and behaviour therapy, court and justice related services and short-term respite to adults with an acquired brain injury or a developmental disability, who may also have complex needs. Pathways to Independence offers a competitive full compensation package that includes benefits and pension. Learn more about Pathways to Independence and how you can help people to live their best lives by visiting our website: ( Supervisor, Administrative Services provides confidential administrative assistance to the Chief Operating Officer in support of the overall mission, vision and goals of Pathways. The Supervisor ensures the data integrity of  supported individual  files both in electronic and paper format, ensures timely submission of Ministry or other required reports, generates, tracks and updates departmental metrics, ensures correspondence, agendas, meetings and minutes are accurate and produced in timely manner and provides project support to the COO and the Client Service Team. The Supervisor frequently works with sensitive, confidential and urgent matters.Key Responsibilities include (but are not limited to):Office Administration Coordination including:* Supervise, assign work, day to day direction, coaching and training to Administrative Assistants in support of the overall administrative work of the organization.* Determines staffing requirements and needs, recruits, supervises and conducts performance appraisals of administrative assistants.* Manage expenditures related the purchases of office supplies, office equipment purchase or lease renewal within agency purchasing guidelines.* Ensure the effective operation of agency videoconferencing equipment; including training to administrative team to provide day to day support to the agency.* Coordinate the updating and filing of Pathways Forms and other electronic documentation as necessary.* Drafts, reviews and/or provides input to agency policy and procedures as required.Administrative Support including:* Provide confidential executive administrative support to the Chief Operating Officer and Client Service Management Team.* Prepare electronic documents using Micro Soft Office Suite and responses for signature; collate information and draft updates to other documents; research and collect relevant documentation as required.* Receive and screen incoming calls, assess the urgency of the calls, provide general information as required to the caller, or refer the caller to the appropriate person.* Prepare agendas for meetings, take, transcribe and distribute minutes.* Assigns work to administrative assistant(s) who make arrangements for meetings such as scheduling use of board and conference rooms, arranging or confirming attendance, preparing material and co-coordinating catering, photocopy, collate, fax and distribute documents as required.* Establish, develop and maintain various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, bring forward systems and confidential files.* Assigns the administrative assistant(s) to secure and to ensure the appropriate retention and/or destruction of confidential files and documentation.* Provide back-up administrative support to Executive Assistant & Board Liaison and CEO office as required.Data management including:* Enter, maintain and update the data in the client information management system and ensures all related files and documentation are current.* Provide project support and coordination in the implementation and upgrades of new versions of client management information systems.* Create queries and reports, update and maintain data, metrics and outcome information from client information management system and other agency systems as required.* Act as subject matter expert and troubleshoot issues related to the client information management system between employees and software vendors as required.* Create or update documentation/instructions for employees on the effective use of the system, participate in training on the system and provide training or coaching to other users as needed. The successful candidate must have the following qualifications/experience:* Post-secondary diploma/degree (Business, Communications, Office Administration Management, Executive Administration) or equivalent.* Minimum of 3-5 years of related senior administrative and supervisory experience. Experience in supervision in a unionized environment, project coordination/support skills are an asset.Ideal candidates will also have skills and abilities which include:* Excellent oral and written communication skills.* Ability to supervise others, plan and assign duties and responsibilities based on the administrative needs of the agency.* Ability to maintain strict confidentiality.* Ability to provide a consistent, diplomatic and responsive approach to a variety of circumstances.* Excellent office administration and information management skills, including the ability to organize and collate information and data, manage multiple tasks, and positively respond to the changing needs of employees and supported individuals. * Demonstrate advanced computer and skills including databases,  report generation, tele/video communications and collaboration technology (Smart Boards, Skype etc., expert knowledge and skill in all Micro Soft Suite Applications, especially Word, Excel and Outlook.* Ability to develop and manage budget within agency guidelines.* Project coordination and support skills, including the ability to establish a work-plan, track and update/report progress.* Demonstrate analytical and problem solving skills.The successful candidate must be able to perform the job duties as outlined in the job description.  All employees at Pathways will be responsible for a commitment to safety.How to Apply:Please quote the posting number when applying. Interested applicants are invited to submit both a cover letter and resume indicating salary requirements and reflecting the specific job requirements, qualifications, and experience by clicking on the following link: thank all applicants, but only those selected for an interview will be contacted. In accordance with the Freedom of Information and Privacy Act, personal information is collected and will only be used for the purpose of candidate selection. Pathways is committed to an inclusive, barrier-free selection process. If contacted regarding this competition, please advise Human Resources of accommodation measures you may require during our selection process. Information received relating to accommodation needs of applicants will be addressed confidentially.