Administrative Assistant III, Home and Community Care - Full-time

Requisition Details

Employment Status : Regular, Full-time (1.0 FTE)

Program Name : Home and Community Care

Number of Hours Bi-Weekly : 75

Work Schedule : Days

On-Call : No

Existing Vacancy : Yes — we’re currently hiring candidates for an existing vacancy in this position

Job Summary

The Administrative Assistant III performs high-level administrative functions to support corporate priorities and assist in meeting funder obligations and expectations in accordance with VON standards. The position provides support to the Director and Senior Vice President (SVP) as required. The Administrative Assistant III creates and manages a centralized, electronic information repository and provides analysis on various reports, KPIs and metrics to the Director.

Key Responsibilities

• Demonstrated experience in customer service, this role will interface with our internal staff, client / family members and advisors as well as the general public.
• Prepares and reports data monthly for all KPI metrics for the Director.
• Supports the senior leadership team with scorecard tracking and measures that are reported to funders and meet Quality Framework needs, highlighting inconsistencies and deficiencies for management analysis and action planning.
• Supports and coordinates the collection of data for reports utilized by the Director and Management when presenting statistical information to major funders and VON Senior Management Team.
• Drafts formal communications on behalf of the Director and senior leadership team.
• Documents and populates briefing notes, annual quality reports and quality plans for internal and external customers / funders.
• Supports leadership team in developing project plans and timelines for identified priorities.
• Supports the Director with tracking of data and action plans for any quality improvement initiatives.
• Supports the programs and services that are the responsibility of the portfolio (for example Client and Family Engagement program).
• Supports the leadership team in making sure all funder related, Board related and Government reporting requirements are met.
• Supports the leadership team to improve and innovate administrative processes, to increase efficiency (i.e. ensures consistent, efficient processes for AP, AR, statistics and record keeping) and coaches / directs administrative staff to implement or follow new processes.
• Ensures adherence to appropriate internal administrative processes including signatures, cascading of authority, briefing notes, (i.e. documents requiring Board, CEO, or VP approval or input) and some internal and external communications.
• Supports the Director in managing confidential performance monitoring of leadership team members assisting them in addressing workload priorities and duties as part of that process.
• Supports meetings taking minutes, maintaining action plans, and monitoring tasks delegated by the Director to ensure work is achieved to agreed deadlines.

Common Responsibilities

External and Internal Relationships

Education, Designations and Experience

Skill Requirements

Other

Working Conditions and Physical Demands

This role requires a detail‑oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.

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