Programs Support Specialist

Job Description

Just a quick drive from Halifax and nestled on the shores of St. Margaret's Bay you will find an oasis of innovation and fun. Shift. We are experience makers. As managers and staffers of some of Canada's most remote complex care facilities, we are a company built around helping people discover their greatness.

Position Summary:

The Programs Support Specialist plays an important cross-functional role in supporting both the operational needs of Shift's programs and the staffing support needs of our Quebec region. This role provides day-to-day coordination, administration, communication, and logistical support to ensure smooth operations across programs, while upholding Shift's principles of excellence, cultural respect, youth-centered practice, and long-term capacity building.

KEY RESPONSIBILITIES

Staffing Support

• Respond promptly to staffing requests and coordinate placement of relief staff for Quebec programs.
• Support recruitment activities including posting jobs, screening applicants, scheduling interviews, and completing reference checks.
• Assist with onboarding and orientation for new relief staff, ensuring compliance with program and cultural standards.
• Maintain staffing schedules, availability lists, and contact databases for Quebec programs.
• Communicate with internal teams to ensure shifts are filled in a timely and accurate manner.
• Track timesheets, attendance, payroll inputs, and required documentation for relief staff.
• Assist with performance tracking and follow-ups as directed by the Director.

Operations Support

• Assist with administrative components of asset, property, and vehicle management (booking maintenance, obtaining quotes, scheduling repairs, tracking documentation).
• Track renewals and maintain records for inspections, mandatory training, certifications, and licensing-related documents.
• Support health and safety documentation, incident reporting follow-up, and scheduling inspections.
• Assist with procurement, vendor relationships, ordering supplies, and coordinating external service providers.
• Support the Director and Managers in maintaining compliance with provincial/territorial standards (filings, updates, reports).
• Help prepare forms, reports, spreadsheets, and briefing documents.

General Administrative & Program Support

• Provide general administrative support to the Director, Programs & Services and the wider team.
• Help organize travel bookings, itineraries, and logistics for programs team members.
• Support special projects as assigned.

Skills & Abilities

• Highly organized with strong time-management abilities.
• Strong written and verbal communication skills.
• Ability to coordinate multiple priorities independently.
• Comfort working in a fast-moving environment with shifting needs.
• Strong interpersonal skills, especially when communicating with remote or regional teams.
• Knowledge of Microsoft Office and Google platforms.
• Ability to follow processes, maintain confidentiality, and uphold professional standards.
• Positive, collaborative, self-starting attitude aligned with Shift's values.

Qualifications

• Diploma or degree in human services, business administration, or a related field OR equivalent experience.
• Experience in staffing coordination, scheduling, administration, or operations support is an asset.
• Experience working in youth care or health-related environments is considered an asset.
• Ability to pass required background checks (CRC, VSC).

Working Conditions

• Regular office hours Monday - Thursday with Friday work from home.
• After-hours on-call support for staffing or operational issues.

Job Type: Full-time

Pay: $58,000.00 per year

Benefits:

• Casual dress
• Extended health care
• On-site parking
• Work from home

Application question(s):

• Are you available for after-hours on-call support for staffing or operational issues?
• Are you able to reliably commute to Head of St. Margarets Bay for work?

Experience:

• staffing coordination, administration or operations support : 2 years (preferred)

Work Location: In person