Job Description

The Program Administrative Assistant will provide comprehensive administrative and program support to the Nursing Home Without Walls initiative. This role is essential in ensuring smooth operations, data accuracy, and effective coordination of activities that support seniors aging at home. The ideal candidate will be highly organized, detail-oriented, and proactive, with strong administrative, data management, and communication skills.

Key Responsibilities

:

Administrative Support

Provide day-to-day administrative assistance to the Director, Nursing Home Without Walls and program team. Prepare, format, and distribute reports, correspondence, and documents as required. Maintain and organize electronic and physical files to ensure easy access to program materials. Assist in tracking program budgets, invoices, and financial documentation as needed.

Data Management

Maintain accurate and up-to-date program data, including client records, reports, and statistical information. Ensure compliance with confidentiality and data protection policies in handling client information. Prepare monthly and annual reports summarizing key program data and impact.

Scheduling & Coordination

Coordinate appointments, program schedules, and staff calendars to ensure efficient service delivery. Schedule meetings, training sessions, and consultations for program staff and community partners. Maintain reminders and follow-ups to ensure program deadlines and tasks are met.

Community Connections & Engagement

Assist in coordinating community engagement activities to foster partnerships and program awareness. Support outreach initiatives by liaising with community partners, seniors, caregivers, and stakeholders. Attend and support community meetings and events to represent the program when required

Communication & Correspondence

Handle program-related correspondence, including phone calls, emails, and documentation. Act as the first point of contact for clients, families, and community organizations, providing accurate information about program services. Assist in drafting and distributing newsletters, memos, and program updates to stakeholders.

Event Planning & Coordination

Assist in the planning, logistics, and execution of workshops, meetings, and special events. Secure venues, catering, materials, and technology for successful program events. Maintain event documentation, including attendance records, evaluations, and post-event reports.

Resource Coordination & Office Management

Manage and track office supplies, program materials, and inventory to support program operations. Ensure all program resources are well-maintained, accessible, and replenished as needed. Support documentation and distribution of program-related materials.

Qualifications & Experience:

Diploma or Certificate in Business Administration, Office Administration, or a related field. Minimum 2 years of administrative experience, preferably in a healthcare, community services, or non-profit setting. Experience working with seniors, caregivers, or community-based programs is an asset. Experience with data management, scheduling, and event planning. Excellent problem-solving, organizational, and communication skills. Excellent organizational and time management skills with the ability to prioritize tasks effectively. Strong attention to detail and accuracy in data entry and reporting. Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and database management. Ability to multitask in a fast-paced environment while ensuring high-quality service delivery. Ability to work independently and as part of a team in a fast-paced environment.

Personal Attributes:

Proactive and adaptable, with a willingness to take initiative. Strong interpersonal skills with the ability to build relationships with diverse stakeholders. Empathy and patience when working with seniors and community members. Commitment to teamwork and a collaborative work environment. Problem-solving mindset with the ability to find efficient solutions to administrative challenges.

Working Conditions:

Office-based role with periodic travel for community events, outreach, or stakeholder meetings. May require occasional evening or weekend work to support program activities. Requires working with sensitive client information, requiring a high level of confidentiality.

What We Offer:

A supportive and collaborative work environment. Opportunities for professional development and career growth. Competitive compensation and benefits package.

Job Type:

Full-time, Temporary (one-year term, with the potential to become permanent)

Application Process:

Interested candidates should submit a resume and cover letter outlining their qualifications and suitability for the role. Applications will be reviewed on a rolling basis until the position is filled.

We thank all applicants for their interest; however, due to the high volume of applications, only shortlisted candidates will be contacted.

Job Type: Full-time

Benefits:

Employee assistance program On-site parking Wellness program
Flexible language requirement:

French not required
Schedule:

Day shift Monday to Friday Weekends as needed
Ability to commute/relocate:

Moncton, NB E1E 4N3: reliably commute or plan to relocate before starting work (required)
Education:

DCS / DEC (required)
Experience:

Administrative: 2 years (required)
Language:

English (required)
Work Location: In person