The Canadian Mental Health Association (CMHA), Ontario is a provincial association, committed to improving services and support for individuals living with mental illnesses and addictions issues, and to the promotion of mental health in Ontario.

The Centre for Innovation in Campus Mental Health (CICMH) is a provincial hub developed by CMHA Ontario in partnership with Colleges Ontario, the Council of Ontario Universities, the College Student Alliance, and the Ontario Undergraduate Student Alliance to support new and existing initiatives that address the mental health needs of postsecondary students. CICMH works with post-secondary institutions and community organizations to enhance their capacity to support student mental health and wellness. A key piece of our work involves creating new knowledge tools (toolkits, webinars, trainings) to support gaps in campus mental health.

Job Summary

CMHA Ontario is seeking an experienced Bilingual Administrative Assistant. This is a part-time (14 hours/week), special funded fixed term contract position, until March 31, 2025. This position is within the bargaining Unit. Reporting to the Director for the Centre for Innovation in Campus Mental Health.

Core Responsibilities

• Provide administrative and clerical support, including managing incoming and outgoing mail, processing invoices, ordering materials, expense claims, and records management.
• Enters data into Salesforce.
• Responds to general inquiries and redirects unsolicited email/calls.
• Maintains records. Ensuring confidentiality of files and prepares correspondence, memos, meeting minutes, and various reports and spreadsheets.
• Sets up surveys and prepares reports using online survey tools.
• Organizes registration for workshops and events.
• Organizes travel arrangements.
• Supports the coordination of large meetings and stakeholder events.
• Assists with program expenditures, including payments to vendors, staff expense reporting, credit card purchasing and monthly reconciliation and maintaining an electronic tracking system.

• Assists CICMH staff with all aspects of workshop preparation, including but not limited to, coordinating schedules, arranging logistics (e.g., travel booking, courier services, food, venue rental), and preparing presentations and print/digital documents.
• Other duties and special projects as assigned.

Note: This job description indicates the general nature and level of work expected. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required by the incumbent. The incumbent may be asked to perform other duties as required.

Skills & Experience

• Minimum 2-3 years' work experience in an administrative capacity or equivalent training required.
• Superior verbal and written communication skills, including strong writing and editing abilities to prepare clear, accurate correspondence, reports, etc.
• Well-developed administrative, organizational, and problem-solving skills that enable effective multitasking, prioritization, and time management to meet competing deadlines.
• Knowledge of administrative protocols and procedures to provide support to the CICMH team with minimal direction.
• Effective communication and interpersonal skills to manage relationships with staff across the organization as well as external partners.
• Experience with Salesforce and Smartsheet Software.
• Proficient in Microsoft Office (Word, Excel, Outlook, SharePoint, and PowerPoint) to produce accurate, formatted reports, correspondence, presentations, charts, tables, and other documents.
• Experience with preparing documents/presentations that are AODA (Accessibility for Ontarians with Disabilities Act) compliant.
• Bilingualism (French/English) a strong asset.

Behavioural Competencies

• Teamwork/Collaboration
• Interpersonal Communication
• Initiative
• Time Management
• Adaptability/Flexibility
• Organizational Commitment
• Judgement/Acuity
• Analytical Skills
• Problem solving/Troubleshooting
• Creativity

Salary

Hiring Rate : This position pays $31.25/hour.

The salary grid for this role ranges between $31.25/hour at Step 1 and $35.13/hour at Step 5. The initial salary offered for this position will be at Step 1 of the grid at $31.25/hour.

Working Conditions

This is a special funded part-time, temporary contract, position working 14 hours/week. This position is based in Toronto, Ontario and travel is expected 1-2 times per month, possibly requiring an overnight stay depending on location. This position will be responsible for working from the Toronto Office.

This position is also a desk job with extended periods of sitting, reading, telephone interaction, and working at the computer. This position involves some moderate lifting, shipping, and handling. Attendance at various meetings throughout the workday/workweek will be required; meetings may occur on short notice, depending on the circumstances.

This position is within the bargaining Unit.

As a condition of employment, the successful candidate will be required to maintain and submit proof of full COVID-19 vaccination.

The Canadian Mental Health Association celebrates the value of a diverse workforce that brings professional and lived experience and expertise from a wide variety of backgrounds and life circumstances. Whatever your background, if you feel you meet the requirements of this role then we want to hear from you.

Workplace and candidate accommodation is available at all stages of the recruitment and selection process upon request.