Administrative Services & Office Coordinator (Full-time Permanent (CALGARY))

This is a Full-time Permanent position.

________________________________________

Job Summary:

The Administrative Services and Office Coordinator manages and maintains responsibility for all front desk/reception operations and general building operations. Under the supervision of the Director of Clinical Services, this role is responsible for supporting the administrative coordination of services within Specialized Services (SS) and supporting administrative processes related to Quality Assurance.

The Administrative Services and Office Coordinator is to provide effective administrative support to the Calgary Centre as required for all organizational projects, events, and functions.

The Office Administrator must possess excellent communication and interpersonal skills.  This position requires multi-tasking and focus on initiative, flexibility, and the ability to work collaboratively in a team environment.

________________________________________

Responsibilities:

1. Ethical Decision-Making, Model of Practice, and Stakeholder Relations:

• All Centre staff model family and person-centered practice that values the voice and choice of the person and family, inclusion, family engagement, and uses evidence-based decision-making from developmental and behavioral sciences.
• All Centre staff demonstrate professionalism including obtaining appropriate consent, having respect for confidentiality, maintaining professional documentation, having clear professional boundaries, avoiding conflict-of-interest scenarios, and demonstrating a commitment to ongoing learning.
• All Centre staff are ambassadors of the Centre and build positive relationships/partnerships with community organizations. This includes collaboration and work across home, schools, community, and online environments.

 

2. Service Coordination in Specialized Services (SS) and Behavioural Developmental Supports (BDS):

• Practice and establish rapport when communicating with families respecting their role as the key decision makers on their child.
• Practice and establish professional and respectful dialogue when met with different philosophies/perspectives.
• Maintain up-to-date records and notes of your activities through documentation.
• Set up and update participant profiles, electronic files, and service cycle reports on a monthly basis.
• Set up all initial documentation and/ or renewal documentation needed for SS families in electronic folders (e.g., individual service plan templates).
• Schedule team meetings in SS for the team and family as needed, with child care set up for the family as required.
• Regularly update Centre systems for SS and BDS (client-specific information, team information, funding information, room bookings) and book Zoom sessions as needed.
• Maintain service cycle documents including adding and removing clients and tracking other important activities for the team.
• Provide administrative support for teams of clients/families receiving BDS as needed (booking clinical meetings, supporting collection of outstanding invoices).
• When received from clinical teams, ensure ISP, MDT, and discharge packages are saved in the required format and submitted to FSCD in a timely manner and a copy is sent to the family.

 

3. Administrative Support:

• Manage front desk area and reception operations; answer and direct telephone calls to appropriate sources, meet and greet guests/visitors, distribute incoming faxes, e-mails, voice mail, and postal mail
• Troubleshoot photocopier, laminator, fax, and telephone issues and/or direct issues to appropriate sources
• Daily sweep of Centre building, inspecting all common space rooms, hallways, and washrooms, identifying and addressing organization, cleanliness, replenishing supplies as needed, and identifying required repairs
• Order and manage all general office and kitchen supplies/materials for Calgary
• Maintain control of office keys and security system
• Coordinate all building-related services; repairs, garbage disposal, renovations, janitorial
• Process and post outgoing mail
• Support staff in the administration and coordination of special events and projects
• Participate as an active member of the administration team
• Maintain thorough knowledge of all Centre for Autism Services Alberta’s policies and procedures
• Support with the monthly hours verification process including transcribing data, updating spreadsheets, and notifying the team of any discrepancies. Oversee additional aspects of the monthly hours verification process including generating funding reports, sending this information to all families, documenting all verifications, and informing all teams of outstanding forms
• Generate nominal roll report and distribute nominal roll errors report to staff with reminders and support to correct outstanding coding errors
• Create and update monthly POD schedule with clinical supervisors for clinical meetings
• Create and update monthly client cheat sheets for each individual team to reflect clients’ up-to-date information and recent intakes and discharges
• Prepare MDT report templates including updating templates with background information as needed throughout a service cycle
• Complete all scanning and filing following Centre processes, when requested
• Meet with the Director of Clinical Services to discuss upcoming caseload changes, hours verification, MDT packages, and overdue items. Anticipate, assess, and report risk management issues to the Director of Clinical Services
• Performs other responsibilities as assigned

 

5. Quality Assurance

• Set up SS and BDS intakes in the Centre’s systems, set up electronic files, save applications, and record data for yearly data analysis
• Email SS intake families baseline 6-month questionnaires and set reminder emails and/or work with behavioural case managers to complete the task
• Follow-up on 6-month, 18-month, etc. questionnaires with SS families. Record data for annual data analysis.
• Monitor CARF data on service cycle reports for SS (monthly) and contact the clinical supervisor for any outstanding CARF items (e.g., community objectives)
• Check Hazard Assessments are completed within 30 days of the start date for all SS and BDS intakes and check first aide kits have been delivered to all new families
• Scan and file all incident reports in client files and support data collection of incidents across programs.
• Support creating data processes and data collection for CARF accreditation, as needed
• Perform other responsibilities related to Quality Assurance as assigned________________________________________
  

  Qualifications:

• Post-secondary degree certification in a related field
• Proficiency with Microsoft Office including Outlook, Word, and Excel (required)
• Advanced experience using Microsoft Excel (preferred)
• Basic understanding of FSCD-funded services and program coordination (preferred)
• Experience with multiple families in multiple environments

________________________________________

Supervision Received:

• Receives overall direction from and sets annual performance goals with the Director of Clinical Services
• Monthly supervision meetings are held with the Director of Clinical Services to consult on any issues relative to administration, workload management, risk management, problem-solving, and any other issues that may impact the Centre

 

Apply to Human Resources by mail, e-mail, or fax:
Mail: #1, 9353 – 50 Street NW, Edmonton, Alberta, T6B 2L5
E-mail: humanresources@centreforautism.ab.ca
Fax: 780-488-6664 (confirm fax transmission at 780-488-6600)