Super Site Administrator - Temporary, Full-Time

Requisition Details:

Employment Status: Temporary, Full-time (1.0 FTE)
Program Name: Home and Community Care HNHB
Number of Hours Bi-Weekly: 75
Work Schedule: Days
Anticipated End Date: July 2025
On-Call: No

Job Summary:The Super Site Administrator (SSA) provides IT/IS support to the staff within their designated site/program and ensures that VON policies and procedures are adhered to. The SSA collaborates with members of the site management team, along with IT/IS corporate services department to deliver the services required to the staff within the program/site.Key Responsibilities:IT Support

• Supports maintaining inventory of on-site devices as required.
• Perform basic setup, staff education and troubleshooting for IT approved devices and software.
• Perform regular maintenance on equipment as required.
• Creates and maintains staff directory with device information for site/program.
• Follows standardized procedures and workflows for technical on-boarding staff and confirming that all setup and access is completed as requested.
• Technical off-boarding of staff and ensuring all accesses are terminated and the returned devises are restored for distribution to new staff as directed by the Manager.
• Perform basic site IT tasks under direction from IT staff – such as power cycling network equipment, etc.

Site/Program Support

• Assist site staff in creating IT tickets when required.
• Complete regular reporting on data from software applications (e.g. TCCA, CellTrak) to assist in the efficiency of operations at the Site as directed by the Manager.
• Develop and update training materials and manuals for local sites aligned to new initiatives.
• Maintain an awareness of VON Practice and Policy as they apply to software applications.
• Set up, train, and assist staff with new and existing software and advise IT with any issues.
• Assists users in changing passwords for locked out devices/intranet e-learning, etc.
• Maintain technical office equipment lists and supply orders.
• Coding each telecom invoice get it approved and scan to finance.
• Monitor the E-learning portal and ensure members and e-learning modules are updated and courses have been completed.
• Act as site contact for facilitating IT tasks when required – i.e. internet services.
• Review and ensure that relevant staff sign the 'Handheld Device Agreements.'
• Complete change forms to add work phone numbers in scheduling systems.
• General support to troubleshoot issues/inquiries.
• Submit service desk tickets for urgent or other technical issues.

Equipment/Devices

• Re-Programing desk top phones and enabling ports as needed.
• Troubleshoot the need for repair, escalate to IT in the event damage not resolved.
• Supports and maintains a comprehensive inventory database that records all active users, all equipment/devices, installed applications and provides reports to site as required.
• Ordering mobile accessories and other site supplies from approved vendors as required.
• Supports the site/program by assisting with Equipment Management – printer installations and maintenance, installation of all necessary phone applications for staff and providing ongoing education as updates are released.
• Assist site/staff by troubleshooting issues when they arise.

Common Responsibilities

• Promotes the goals and values of VON and their role as an integrated community care provider.
• Promotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations.
• Abides by all VON policies and work practices.
• Abides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place within their role.
• Works in collaboration with other staff in a team approach to service delivery.

External and Internal Relationships:

• Interacts frequently with the District leadership team to obtain and provide information, often of a confidential nature.
• Engages with outside vendors and service providers to acquire and maintain equipment.
• Interacts with the department of health, health authorities or continuing care agencies.
• Maintaining relationships and provides supporting documents to funders and other stakeholders as required.

Education, Designations and Experience:

• Post-secondary education in office administration, office information technology or a related field or related relevant experience.
• Proficiency in Windows OS and MS Office Suite programs.
• Experience with scheduling software and Cognos is considered an asset.
• Current Standard First Aid Certificate or CPR level C Certificate is an asset.

Skill Requirements:

• Working Knowledge of Windows 10, smartphones, laptops/desktops and printers.
• Strong communication skills, both verbally and written.
• Able to communicate effectively internal and external stakeholders in a clear and effective manner that demonstrates respect, empathy and understanding.
• Good assessment skills.
• Ability to work effectively in a multidisciplinary team or independently as required
• Able to take direction well.
• The capacity to adhere to strict confidentially.

Other Requirements:

• Must have access to a personal vehicle for work and possess both a current driver's license and proof of vehicle insurance.
• A current and original copy of a satisfactory Criminal Records Check.
• A Vulnerable Sector Search and/or a Child Abuse Registry Check is required.
• Willingness to travel regularly to support sites and attend meetings.

Work Conditions and Physical Capabilities: Attention to detail; Lift and carry using appropriate lifting techniques; Bend, push, pull, grip, reach, kneel, crouch using good body mechanics; Walk, sit, stand, climb stairs; Hand movements.