DATE: September 25, 2019
POSITION: Program Assistant II, Hearing Healthcare
START DATE: Immediately
MINIMUM START SALARY: $38,658.84 per annum
POSITION STATUS: Permanent; Full-time; 35 hours per week
Reporting to the Manager, Hearing Healthcare Operations, the Program Assistant II is responsible for assisting the region by providing reception, administrative and program support. The incumbent will provide information in response to public inquiries for all programs.
- Provide general reception duties (i.e. answering/forwarding incoming calls, take messages, greet clients and the public).
- Schedule and confirm appointments for Audiology, where applicable.
- Handle check-out processes for all programs which involves cash or card transactions.
- Register clients and ensure their file information is up to date.
- Provide technical device services and support, shipping of devices in need of repair and tracking progress.
- Stock inventory of communication devices and complete related paperwork.
- Process battery and maintenance product sales and complete related paperwork.
- Assist program staff in with community forums, health fairs, screening clinics, presentations and other meetings.
- Assist program staff with self-help/support group mail outs and registration.
- Provide support for preparation of workshops and meetings, including room set up, dissemination of agendas, booking rooms, interpreters, videoconferencing, etc.
- Other duties as assigned.
- Receive and distribute mail/courier and prepare outgoing mail and courier.
- Order and maintain office supplies inventory.
- Photocopy, take and type minutes, memos, fax, etc. as required.
- Document management involving scanning, data entry and filling into online database.
- Maintain scheduling database to ensure accurate scheduling.
- Assist clients with hearing and communication device repairs and perform minor repairs as needed.
- Responsible for organizing internal/external meetings as required including room booking and setup, video conferencing, audio-visual equipment, interpreters, CART, etc.
- Research, maintain, and update resource information and files in relation to CHS community services.
- Maintain confidential office files and provide general clerical support (i.e. photocopying, filing, fax for office staff).
- Maintain accurate records, statistics, and reports according to external and internal requirements which may include community education and staff presentations, sales, booking of equipment and devices.
- Maintain inventory controls and related records for communication devices, hearing aids, and CHS marketing materials.
- Facilitate building and equipment maintenance.
- Data mining and reporting for marketing campaigns.
- Be knowledgeable of hearing aid, mold and accessory orders and repairs, where applicable.
- Completing any of CHS program paperwork as required.
- Process third-party authorization and forward completed information to Financial Services.
- Maintain standards, protocols, and procedures as outlined by each CHS program.
- Other duties as assigned.
- Act as a Liaison with Financial Services to follow up regarding any outstanding third-party billing.
- Bank deposits as required.
- Petty cash and related record keeping as required.
- Process cash, cheque, and credit/debit transactions and provide receipts related to sales.
- Prepare and forward financial records to Financial Services as required; invoicing, payments, etc.
- Provide price quotes as needed for third party, potential sales.
- Responsible for collation, distribution, and follow up of information for monthly/ quarterly statistical information.
- Maintain overview of program expenditures in consultation with the manager.
- Follow-up on all Account Receivable reports for Hearing Healthcare Services and CDP.
Supervision and Volunteer Coordination
- Provide guidance for student placements/volunteers as required.
- Provide assistance and administrative support for community events.
- Participate in special events, promotions, presentations, and displays related to programs and services.
- Provide information for inquiries in relation to CHS and other Hearing Healthcare Services.
- Post-secondary diploma/certificate in Office Administration or Business Administration.
- Two to three years’ previous experience, preferably in a Hearing Healthcare setting and/or medical office.
- Intermediate accounting skills and experience with financial/funder reporting.
- Knowledgeable with hearing aid related third party funders and authorization process is an asset.
- Intermediate proficiency in MS Office Suite, Internet and database applications.
- Valid driver’s license and access to a vehicle.
- Ability to take initiative in team-oriented environment.
- Demonstrated excellent organizational, communication and interpersonal skills.
- Demonstrated ability to work under pressure and meet deadlines.
- Demonstrated excellent prioritization, multi-tasking, and problem-solving skills.
- Demonstrated ability to work as a team player and independently.
- Proficiency in American Sign Language (ASL) or willingness to learn.
- Demonstrated sensitivity to working in a culturally diverse environment.
Job Types: Full-time, Permanent
- Health Care Setting: 2 years (Preferred)
- driver’s license and access to a vehicle (Preferred)