Program Administrator – Detail

Job Title:                         Program Administrator

Location:                         Edmonton

Terms of Employment: Regular Full-Time Position

Salary:                              Based on Collective Agreement

Full time:                         35 hours per week

Start Date:                       October 2, 2017

Job Purpose

The Program Administrator provides overall administrative and records management services to ensure efficient operation of the ISLSS Programs.

Roles and Responsibilities:

  • Collect, organize and analyze data to meet both internal and external statistical reporting requirements, including monthly iCARE duties.
  • Assist the Manager in preparing and implementing service agreements with partners.
  • Act as a point of contact for and respond to inquiries about the ISLSS
  • Facilitate communication between programs and stakeholders.
  • Provide ongoing support to staff regarding operational issues; timely and accurately respond to internal requests and queries.
  • Coordinate monthly staff schedules.
  • Regularly inform the Manager of program related activities and issues.
  • Collaborate closely with program staff and partners to ensure efficient coordination and delivery of client services.
  • Coordinate and assist in the development of program evaluation tools.
  • Organize and arrange the order of supplies, transportation and event scheduling for the Youth Program.
  • Coordinate travel arrangements for various staff members, ensuring that documents related to claims are received and processed according to policies.
  • Participate in staff meetings; coordinate Steering Committee meetings.
  • Draft, proofread and distribute a wide variety of correspondence, reports, memos, letters, emails and minutes.
  • Oversee the design and creation of promotional materials, such as calendars, flyers, display boards, etc.
  • Monitor and ensure that program inventory is up to date.
  • Oversee participant intake and registration for community connection activities.
  • Coordinate and assist in the development of program activity evaluation tools.
  • Monitor and provide feedback on compliance of relevant policies and procedures.
  • Ensure the proper functioning of office equipment and building safety, including coordinating maintenance, repairs and other facility needs.
  • May be called upon to perform other administrative functions and program duties as required.

Core skills:

  • Strong organizational, planning and time management skills; ability to manage multiple competing priorities on a daily basis.
  • Strong leadership and decision making skills; capable of managing a team and establishing cooperative working relationships.
  • Excellent communication, interpersonal, conflict resolution and problem-solving skills.
  • Excellent written and verbal communication skills.
  • Highly organized and meticulous.
  • Sound understanding of computers and statistics.
  • Excellent database management skills.


  • Post-secondary degree in a relevant discipline.


  • Five years of progressive administrative experience in a non-profit /community organization would be an asset.

Computer skills:

  • Knowledgeable in the Windows 7 and Windows 10 operating systems.
  • Proficient in Microsoft Office, especially Excel, Word and Outlook; knowledge of other computer based programs would be an asset.
  • Excellent data entry and filing skills.

Position Competencies:

  • Superior critical thinking capabilities.
  • Excellent problem-solving skills.
  • Process and systems thinking abilities.
  • Advanced communication and interpersonal skills; a leader and team player.
  • Strong organizational abilities; an astute time manager.
  • Ability to pay attention to details.
  • French language proficiency would be an asset.

Closing Date: September 10th, 2017

How to Apply:
Forward your resume to: We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.