Office and Program Assistant

Position Details

• Positions: 2
• Employment Type: Temporary Part-Time
• Contract Duration: Approximately 10 months
• Work Location: Community centre

Overview

Join our team as an Office and Program Assistant. We're looking for a friendly, organized, and proactive individual to support the daily operations of our vibrant community centre. The successful applicant will work in a fast-paced community centre environment. The Office and Program Assistant is accountable for day-to-day administrative tasks, working with other community centre staff and volunteers, and interacting with patrons using a focused customer service approach. The role requires effective planning techniques to meet a variety of deadlines.

You might be interested in this role if you have a passion for working with community and neighbourhood groups, volunteers and partner organizations; enjoy supporting, mentoring and training other staff members; are an active listener with strong de-escalation techniques; are comfortable working with and escalating situations involving sensitive populations, such as precariously housed people and those experiencing mental health or addiction crises; and are detail-oriented and adaptable to changing priorities.

You are a collaborative team player able to work across divisions and departments, and a problem solver focused on the big picture and forward-thinking approaches.

Responsibilities

• Contribute to a collaborative team approach to service delivery among community centre staff.
• Provide high-quality customer service, including responding to questions and concerns from the public and community partners, responding to rental inquiries and refund requests, taking payments, and processing registrations.
• Support and execute Neighbourhood Association and partner events and initiatives at the centre, on centre property, and in surrounding neighbourhoods.
• Attend to day-to-day centre operations, including coordinating office procedures and administrative duties, providing front-line customer service, overseeing rental, program registration and facility booking processes, and providing administrative support to Neighbourhood Associations, community partners and centre users.
• Perform administrative and financial tasks, including preparing bank deposits, processing petty cash, and balancing daily cash.
• Create community centre staff schedules for approval by the Community Centre Facilitator.
• Contribute to facility care by identifying facilities management, maintenance and security needs; maintaining outdoor spaces, such as spot cleaning, shovelling snow and salting entrances; and monitoring and addressing patron behaviour issues when required.
• Work with Facility Management staff to ensure appropriate support and scheduling of their staff at the centre.
• Coordinate payroll functions for centre staff.
• Take accountability and oversight for the entire program registration and facility booking process.
• Oversee the entire rental process, including responding to inquiries, screening applicants, providing tours, reviewing terms with patrons, accepting and processing payments, making tentative bookings, coordinating and prioritizing room booking schedules, coordinating licences, insurance and security, and preparing and processing contracts.
• Work with the Community Centre Facilitator to contribute to achieving centre revenue targets through program registration and facility bookings.
• Participate in producing consumer publications, such as Active Kitchener magazine and Neighbourhood Association newsletters.
• Perform other related duties as assigned.

Education

• Minimum Grade 12 diploma or equivalent, plus up to one year of post-secondary job-related courses.

Experience

• Minimum of one year of related customer service experience, including working with diverse populations, handling cash, processing payments and preparing bank deposits.

Additional Requirements

• Able to work flexible hours, including daytime, evening, weekends, late nights and holidays, depending on the needs of the centre.
• Valid Emergency First Aid Certificate and CPR C, or willingness to obtain them within three months of the start date.

Knowledge, Skills, and Abilities

• Excellent organizational skills, with the ability to manage multiple tasks and deadlines and work independently.
• Demonstrated experience and ability to work closely with volunteers, youth, Neighbourhood Associations, partners and the public in a diverse community setting.
• Exceptional interpersonal communication (written and oral), customer service and behaviour management skills.
• Demonstrated strong analytical and problem-solving skills.
• Strong administrative coordination and the ability to work effectively in and foster a team environment while applying a strong analytical approach to a variety of situations.
• Proficiency in Microsoft Office applications, including Word, Excel and Outlook.
• Proficiency in graphic design platforms such as Canva.
• Demonstrated skills and experience in processing payments and bank deposits.
• Reliable, with a good attitude and employment record.