POSITION SUMMARY:

Provide administrative support to the Program Director of Hearing Health Care with regards to provincial HHC matters; and provide operational administrative support to managers agency-wide respective to their local suite of HHC services.

Provide program information in response to public inquiries.

Responsible for specialized audiological databases, software and hardware/equipment installation and maintenance.

MAJOR RESPONSIBILITIES:

Direct Service:

·    Act as a resource for public inquiries about hearing healthcare and refer inquiries to appropriate department
·    Answer program incoming calls and emails
·    Provide back-up reception for the Audiology, Hearing Aid Program, Speech-Language Pathology and HHC programs for Toronto region, filing and scheduling relief as needed
·    Work with regions with regards to tracking and documenting complaints and other issues relating to quality assurance and the public
·    Other duties as assigned

Administration:

·    Act as a liaison to IT on behalf of provincial hearing healthcare in solving database and other technical issues for the regions,
·    Responsible for issues related to maintaining, troubleshooting, updating and training with regards to the HearWare provincial database and network.
·    Provide provincial support and maintenance for specialized audiological software, hardware and equipment. 
·    Responsible for database maintenance, correspondence and support to marketing initiatives for the Sound Rewards program.
·    Responsible for updating provincial hearing healthcare Sharepoint website.
·    Responsible for developing systems for exporting and importing of data between various databases/programs
·    Maintain advanced working knowledge of all HHC computer programs
·    Responsible for trouble shooting computer and office equipment problems
·    Responsible for creating and maintaining templates for monitoring schedule systems  agency-wide
·    Assist with the developing and marketing of the Sound Tips newsletter
·    Develop, maintain and update provincial price lists for batteries, accessories and other audiology/hearing aid program fees and services
·    Arrange and schedule provincial vcon meetings
·    Provide support to Program Director, HHC managers and staff for lectures/presentations/workshops (i.e. booking guest speakers, interpreters, CART services, venues; set-up and clean-up; payment of honoraria, etc.)
·    Assist with various provincial marketing initiatives as needed including tracking outcomes and success of sales and promotions
·    Co-ordinate schedule for the travelling audiologist who serves the regions.
·    Assist with the collection, maintenance and reporting of provincial service and client statistics
·    Assist with coordinating funding and grant proposals as needed
·    Record meeting minutes where required
·    Provide support to special projects, Doctors Outreach program and committees and support groups as needed.
·    Assist Program Director with tracking outcomes and implementing marketing projects in the regions.
·    Assist in preparation of various HHC standards, protocols, and procedures
·    Responsible for maintaining and revising various HHC forms
·    In consultation with Program Director, responsible for program inventories e.g. coordinate moving equipment between offices as needed, ordering bulk office and treatment supplies, and making arrangements for equipment repairs, etc.
·    Other duties as assigned

Financial Administration: 

·    Assist Program Director in materials for budget preparation according to variable guidelines and procedures
·    Assist Program Director in preparation of quarterly financial reports and other financial reporting as required
·    Maintain overview of program expenditures in consultation with Program Director
·    Process professional development expenditures and activities for the provincial HHC team
·    Maintain provincial hearing aid donation program statistics and financials
·    Assist Program Director in general office management and accounting procedures
·    Maintain, code and prepare information for Financial Services including invoices, cheque requisitions, special billings, cash cheques, etc.

Supervision/Volunteer Coordination:

·    Provide guidance and training for provincial student placements, volunteers and staff as required
·    Provide training to professional and administrative regional staff agency-wide with regards to procedures, statistical collection, medical/scheduling/billing systems
·    Act as a consultant with respect to medical/scheduling/billing systems to Program Director and staff of the HHC departments

Community Education:

·    Provide general information to the public about CHS programs and services and HHC delivery system via phone, written correspondence and walk-in inquiries
·    Assist professional staff in displays, presentations and marketing of the services as necessary

Professional Development:

·    Attend internal staff meetings
·    Attend and participate in workshops/seminars related to position
·    Keep up-to-date on issues and information related to position and agency
·    Acquire and maintain the ASL proficiency requirement for the position (Intermediate Plus)

LINE OF RESPONSIBILITY:

Reports to Program Director, Hearing Health Care

QUALIFICATIONS:

Bachelor degree in Health Sciences or equivalent
3-5 years of high level related administrative experience
Proficiency in database and systems management
Proficiency in MS Office Suite, Internet and database applications
Demonstrated communication skills and ability to multi-task and work under pressure to meet deadlines
Proficiency in American Sign Language (ASL) skills or willingness to learn
Demonstrated sensitivity to working in a culturally diverse environment

THE CANADIAN HEARING SOCIETY SUPPORTS AN AFFIRMATIVE ACTION HIRING PROCESS FOR CULTURALLY DEAF, ORAL DEAF, DEAFENED,
 AND HARD OF HEARING APPLICANTS.