Office Manager Foundry

Summary

JOB SUMMARY:Within the context of a client and family centred model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, the person promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff. Reporting to the Provincial Director, Community Development & Central Operations, Foundry, the Central Office Manager, Foundry provides leadership and administrative support to the Foundry Central Office team. Assigns work to the administrative support staff, manages workflows and procedures and trains and orientates new Foundry staff. The Central Office Manager, Foundry takes a lead role in the recruitment process, working with Human Resources to support the onboarding process of new Foundry staff. Ensures vacation requests are complete and meet department operational guidelines. Submits requests to Found1y Central Office timekeeping upon Director approval. Coordinates Foundry Central Office team development by organizing training secessions. Provides project management with the development and updating of current contracts including MOU's, licensing agreements, capital contracts and information sharing. Monitors and tracks project progress, and provides administrative support by updating project charters. Participates in developing standard of processes through research and reviews, conveys priorities to Project Manager. Supports budget development and monitors expenditures of operational, capital, donor and research funding.QUALIFICATIONS:QUALIFICATIONSEducation, Training and ExperienceBachelor's Degree in a relevant discipline (Health or Social Sciences, Business Administration or Management), supplemented with courses in office administration plus three (3) years' recent related experience or an equivalent combination of education, training and experience.Mental Health First Aid training and Indigenous Cultural Competency Training are an asset.Skills and Abilities• Ability to plan, multi-task, organize, problem-solve and prioritize work.• Demonstrated ability to supervise, set goals and objectives and evaluate performance.• Demonstrated ability to deal with others effectively and develop and maintain effective working relationships.• Ability to communicate effectively both verbally and in writing.• Excellent interpersonal skills and ability to work with individuals at all levels of the organization.• Intermediate to advanced skills using a variety of computerized software, databases and systems such as Microsoft Office 2000 (Word, Excel, PowerPoint, Visio) and Internet Explorer.• Demonstrated ability to provide work direction to others.• Ability to type proficiently.• Physical ability to carry out the duties of the position.1.Provides leadership to the Foundry administrative support team by being the main point of contact for all inquiries related to administrative support at the Foundry Central Office. Assists with problem-resolution and trouble-shooting. Documents solutions for future reference.2.Develops and manages workflows and internal policies for Foundry Central Office staff. Prioritizes workload and delegates and adjusts staff work assignments. Establishes related service targets, and monitors progress and staff productivity. Provides input regarding staff performance matters to Directors and Executive Director.3.Works with staff on the training and orientation of new staff at the Foundry Central Office. Collaborates with team members to ensure training documents are updated in response to changes in business processes, new applications and/ or application upgrades or changes.4.Manages the recruitment and selection process for Foundry Central Office vacancies, including initiation of posting, screening of applications, scheduling/ conducting interviews involving representatives as required and completing reference checks. Negotiates start date and arranges orientation. Completes and signs Human Resources documentation to affect the change(s).5.Creates Foundry administrative support work schedules and submits timekeeping for the administrative support team to staffing. Ensures vacation requests are complete and meet department operational guidelines. Submits requests to Directors for approval.6.Coordinates Foundry Central Office team development by orgamzmg team training and developmental secessions. Supports staff with the performance excellence process.7.Supports project management including preparing MOU's, licensing agreements for the Foundry brand, equipment agreements, capital contract and information sharing agreements. Updates and makes changes to contracts as required. Manages the contract process ensuring contracts are complete, tracks and coordinates what stage the contract is at.8.Develops and maintains excel spreadsheets or other office software to track projects and outcomes, timelines, and decisions. Supports the creation and maintenance of project charters. Creates and maintains spreadsheets using software to record, retrieve, analyze and display data.9.Utilizes business diagram software to prepare flow charts, project plans, organizational charts and other material. Collates, analyses and presents data/findings related to Foundry projects and services to the Foundry Central Office team, Directors and Executive Directors utilizing word processing, spreadsheet, graphics and presentation software.10.Participates in establishing and preparing standards, policies, procedures and instructions that contribute to the effectiveness of projects, practices and services. Searches, reviews and drafts policies and standards. Provides support by conveying policies and priorities to Project Manager.11.Delivers a combination of live education and training to Foundry centres' staff across the province through coaching in person or over the phone as required using established training materials and manuals. Develops and records training for online user accessibility.12.Assists the Director in budget development ensuring information is current and accurately compiled, monitors expenditures, ensures invoices are authorized to predetermined amounts and analyzes and reports variances. Coordinates invoice processing, tracks and reconciles operational and capital revenue and expenses and funding from donors and research projects, tracks sources of funding against expenses, maintains records and pulls financial reports.13.Assists the Director with the development of funding proposals and briefing notes by conducting background research and coordinating related documents/materials such as letters of support or preparing budgets.14.Assists and/ or coordinates other projects, special events and activities as required.15.Oversees the effective and efficient daily operation of administrative services at Foundry Central Office including accuracy and integrity of staff/ office directories, dissemination of program/ service information, timely distribution of office mail and adequate inventory of stationery.16.Performs other related duties as assigned.

Job Accuracy Posting Flag

The hours of work, including start and stop times, days off, work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes. **Testing may be required. ***A criminal record check may be required