Program Assistant

Why join CMHA Peel Dufferin?

Support your community. Advance your career. Fulfill your purpose.

Joiningthe Canadian Mental Health Association - Peel Dufferin Branch means you'll be part of something meaningful. For starters, we're honored to have received the Canadian Non-Profit Employer of Choice Award for our efforts to help people live better. Providing support and services to those who live with mental illness and addictions, we're committed to increasing awareness and addressing the stigma surrounding mental health. That's why we've made it a priority to create a diverse organization that represents the communities we serve - and the people we help.

What We Offer

As a community-based agency, we're dedicated to the mental, physical, and social health of everyone - including our team members. That's why we're proud to offer a total rewards package that helps our team members balance their professional and home life. You'll also be empowered to keep learning new skills and reaching your goals - from developing a career growth plan to participating in training sessions.

In addition to competitive benefits like Employee Family Assistance Plan and optional extended health and dental benefits, we offer our team members some unique perks that really stand out:

• 4 weeks accrued vacation
• Up to 18 paid sick days accrued per year, plus 2 flexible days each year
• HOOPP Pension Plan
• Ongoing professional development plus $250 annual funding for continuing education and certifications
• $350 annual allowance to invest in achieving your personal wellness goals
• Participation in organizational pay for performance incentive program

We are looking for a Program Assistant to join our team!

The Program Assistant will provide administrative and program support to the Program Manager and team members of the Outreach Team. They support in developing, maintaining, improving, and enhancing administrative systems and processes, in response to the needs of the program and organization.

Status: Permanent full-time, part-time, relief etc., hours per week (include any additional requirements such as evening hours and weekends may be required);Note, this posting is for a future anticipated vacancy

Salary: $42,930.00 - $49,825.84 annually. (Candidate qualifications will be considered when determining the starting salary)

Location: This position is based out of ourBramptonoffice. Although we operate within a hybrid workplace model, staff are required to have on-site and/or community presence as per program and client needs.

What You Will Do:

• Acts as a liaison between the Program Manager and staff to ensure appropriate coordination and follow-up on day-to-day issues.
• Manages confidential information in their capacity as Administrative Assistant to Management.
• Reads, researches, and routes the Managers correspondence; Drafts letters and documents as needed.
• Maintains Program staff and Manager's work schedule, including creating, updating and monitoring the 24/7 Outreach shift schedule
• Maintain Makeshift (scheduling app)

ensuring that all shifts are covered

• Plans and schedules meetings, trainings using MS-Outlook Calendar and MS Teams to its fullest capacity for the program staff and manager
• Prepares Purchase Orders, Quote sheets and reconciles with invoices, ensuring appropriate follow up with Finance and Accounts Payables departments and Concur.
• Complete pre-approval of staff expenses and expenditures in Concur
• Follows up on monthly relief hours for scheduled relief staff
• Book meetings as directed, organize space and logistics
• Schedules, tracks and reminds the Manager of key dates such as annual appraisals for staff
• Maintains supply inventory by checking and reconciling stock to determine inventory level, ordering and in purchasing supplies as needed, verifying receipt of supplies.
• Undertake other duties as assigned from time to time

This posting description indicates the key responsibilities and core functions of the position. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities.

What You Need to Join Our Team:

• Post-secondary diploma in Business/Office Administration is required.
• Minimum 3 years of office administration experience.
• Strong knowledge and understanding of the administrative role.
• Experience directly supporting a large inter disciplinary team, including relief pool.
• Experience working in the non-profit sector is an asset.
• Strong computer skills - Microsoft Office Suite, Outlook calendar, Visio, MS-Project, Client Record Management Systems scheduling and payroll system.
• Excellent time management skills
• Excellent communication and organizational skills, able to manage competing priorities and deadlines in a fast-paced environment.
• Strong interpersonal skills with proven ability to approach, listen, build trust, and communicate across diverse cultures and intersectionality. Willingness to continually improve understanding around cultural competence.
• Openness to operate from an anti-racist, anti-oppressive, 2SLGBTQ+ affirming and intersectional framework.
• Willingness to learn and apply practical understanding of different elements of diversity, such as gender identity/expression, race/cultural background, religion, sexual orientation, disability, immigration and precarious status, family status, etc.
• Fluency in a second language, including ASL (American Sign Language) is considered an asset.
• Ability to travel within and around Peel Region and Dufferin County.
• A satisfactory Vulnerable Sector Screening (Police Check) report.

Deadline to Apply: Thursday, August 7, 2025 by 4PM

At the Canadian Mental Health Association - Peel Dufferin Branch, we provide a wide array of community services, resources, and care for people with mental illness. In your role, you'll not only assist people who are struggling, you'll help them return to good health and reintegrate into the community. In everything we do, we work together to make the world a better place - one person at a time.

Apply Now and EMPOWER your career!

CMHA Peel Dufferin strives to be an equitable employer. We are committed to supporting inclusive recruitment and selection processes, work environments and a qualified workforce reflective of the diverse populations we serve. We acknowledge that removing existing barriers and preventing new barriers is required to foster dignity and independence for people of all ages, genders, cultures, and abilities. We encourage applications from members of groups that have been historically disadvantaged and marginalized, including but not limited to, First Nations, Inuit, Metis, and Urban Indigenous (FNIMUI) populations, ethno-racial communities, people with disabilities, *2SLGBTQIA+ communities, women and gender diverse people, low-income communities, and all equity-deserving groups.

• 2SLGBTQIA+ (Two-Spirit, Lesbian, Gay, Bisexual, Trans, Queer, Intersex, Asexual, and a range of gender and sexual diversity categories not listed).

Accessibility Statement

When contacted by CMHA Peel Dufferin for a career opportunity, please advise the People and Culture Department of any accommodation needs that may make your experience through the recruitment process more comfortable. We are committed to working with you to meet these needs by providing reasonable accommodations, ensuring you have access to a fair and equitable process. We are continuously working to improve our accessibility practices and welcome any feedback or suggestions on how we can better accommodate candidates with accessibility needs. Should you have feedback, please email us at HRrecords@cmhapeel.ca

Use of Artificial Intelligence (AI) in Recruitment

To streamline our recruitment process, we utilize an applicant tracking system (ATS) to manage and organize applications. While the ATS aids in efficiency, the essential review and evaluation of candidates is carried out by members of our People and Culture team. This approach ensures a personalized assessment that allows us to gain a comprehensive view of a candidate's experience, skills and potential. AI is not used to make any decisions in our recruitment process.

Next Steps

We thank all those who apply. Only those selected for further consideration will be contacted. We retain all applications submitted for one (1) year after the closing date of the posting for consideration in future career opportunities.