Family Program Support Supervisor- Regina, SK (Personal Services)

Location: Family Treatment Program, Regina, SK
Position: Full Time Term ending November 24,2026
Closing Date: March 28,2025

Join our team as a Family Program Support Supervisor!
The Family Program Support Supervisor provides direct leadership, supervision, and aid to the program, early childhood educators and administrative team within the Family Treatment Program. The Family Program Support Supervisor collaborates and communicates with the Family Treatment Program team and other internal stakeholders. The Family Program Support Supervisor manages the administrative services and early childhood education personnel. This position is responsible for organizing contracts for the Family Treatment Program; managing the filing system including filing, tracking files, and archiving; and inputting, modifying, and retrieving data from various sources.
 

Qualifications:

 Education and Professional Certification

• Certificate or diploma in office administration or a related field of study.

Experience

• Minimum two (2) years of experience working in an office environment.
• Experience working on computers with software packages including Excel, Word, and Outlook, Adobe
• Minimum one (1) year of supervisor experience.
• Experience working with various databases.
  
   

Skills and Characteristics

• Effective leadership skills with the ability to manage, motivate, coach, mentor, and support others.
• Ability to complete tasks independently and efficiently.
• Strong interpersonal skills with the ability to form effective relationships and professional working alliances.
• Skills in preparing and administering budget.
• Strong written and oral communication skills.
• Ability to adapt to new situations.
• Effective time management and organizational skills with the ability to prioritize.
• High attention to detail.
• Emotional competence and self-awareness.
• Strong problem solving and decision-making skills.
• Open to continuous education and learning and development opportunities.
• Proficient computer skills.
   

Duties and Responsibilities

Services

• Through oversight and management, ensure adequate and trained workers are maintained and efficiently scheduled to provide emergency staffing and back up to the Family Treatment Programs.
• Ensure the assigned team's documentation in permanent records, working papers, and communications is complete and in compliance with agency standards.
• Answer and direct calls on main reception and visitor inquiries at front reception.
• Process incoming and outgoing mail.
• Coordinate and schedule appointments, meetings, and planning days.
• Complete, track, and record participant admissions and discharges.
• Prepare and maintain participant files.
• Manage participant filing system including filing, tracking files, and archiving.
• Enter and update participant information in applicable databases.
• Track and record program referrals.
• Develop, maintain, and distribute a list of reports due to the team on a monthly basis.
• Process all reports and ensure they are forwarded on to the appropriate referral agency.
• Maintain a list of all fee for service contracts and expiry dates. Distribute contracts to Finance and referral agencies.
• Update the programs wiki including face sheets for the families in the program, phone lists, work schedules, on-call schedules, etc.
• Develop, maintain, and update documentation and correspondence such as reports, letters, forms, and resource materials. Complete all documentation clearly, accurately, and in a timely manner.
• Distribute documents, forms, and correspondence to the appropriate person, department, or external stakeholders.
• Ensure the reception and common areas are tidy and presentable.
• Perform other related duties as assigned.
• Manages contracts, develops spreadsheet of contracts, notifies managers when contracts are ending.
• Communicates with Jordan's Principle on funding agreements and organizes the contracts for same.
• Develops forms for the varied programs (FTP/IFPS/FCAP).
• Trains incoming staff to the administration process, TEAMS, electronic filing system, file storage.

Leadership

• Manage the assigned team including recruitment and selection, performance management, professional development, and staff discipline.
• Provide leadership, guidance, and team development for all assigned employees, including facilitating team meetings and individual supervisions; overseeing and providing training and development plans; completing evaluations, reviews, and when applicable, performance improvement plans; participating in employee relations issues and investigations.
• Display positive role modelling, agency values, and fairness.
• Ensure policies, procedures, and agency standards are being met.
  
  Management of Resources
• Schedule employees using agency approved systems for program coverage. Manage and update the schedules as required including approving paid time off (PTO) requests, filling open shifts, and addressing staffing requirements.
• Maintain office supply inventory and order office supplies as needed. Submit receipts and reconcile expenses for office supplies.
• Ensure maintenance of office equipment and arrange for repairs and service as required.

Safety

• Maintains, promotes, and reinforces safe work habits, practices, and procedures.
• Adheres to written or verbal agency and government regulations, policies, practices, and instructions.
• Ensure employees are working in compliance with established safe work practices.

At Ranch Ehrlo Society, we understand the importance of recognizing and rewarding the valuable contributions of our team members. That's why we offer a competitive total rewards package that goes beyond just salary. From comprehensive health and wellness benefits to opportunities for professional development and growth, we prioritize the well-being and success of our employees. Additionally, our package includes perks such as flexible work arrangements, recognition programs, and a supportive work culture that fosters collaboration and innovation.  

Additional Requirements

The incumbent is responsible for completing all mandatory training requirements for the position as per agency policy and guidelines. 

Employees must hold a class five (5) novice two (2) or higher driver's license and be eligible for coverage under our commercial auto insurance policy. 

Salary Range: $64,126.39 to $82,888.00 annually.

If you have any questions, please contact Patti Petrucka at (306) 751-2913.

See job description