Job Title:    Administrative Assistant – Summer Support

Reports to: Administrative Coordinator

Role:           Provides human resources and administrative support to the Admin Coordinator (AC), Executive Director (ED), and Program Leads.

                   Assists in providing a suitable environment for staff, program participants, and community.

Key Duties and Responsibilities:

• Assists with administrative and clerical functions of the agency, performing a range of duties often involving material of a confidential nature
• Digitizes administrative records such as personnel files, program funding agreements and reports, memorandums of understanding, archived materials, etc.
• Maintains an administrative filing system, both electronic and manual, while developing and implementing a document management system through the review and editing of existing documents, as well as identifying and creating required documents
• Assists AC and Program Leads by compiling information and feedback to develop andcomplete program specific employee manuals. Existing documents, training materials, and checklists will be used during the compilation process
• Creates and implements online Onboarding, Orientation, and Training documentation such as Q&As, lessons, safety procedures, and quizzes, in formats which include video, slideshows, and audio content
• Takes steps to prepare the organization for the 50 Year Open House Celebration of Downtown Blanshard Advisory Committee (DBAC), through the development of a press release, emailing members, creation of a newsletter article highlighting 50 Years of Making a Difference, photo and information gathering from the electronic archives which help reflect the breadth and depth of QVCC programs, and video interviews of key contributors and community members

• Prepares educational posters for cultural holidays and events
• Responds to general inquiries, by phone and in person, regarding QVCC, and shares in the physical work of maintaining the Centre
• Participates to ensure a safe environment; observes potential hazards; remedies and/or reports to the appropriate person
• Performs other related duties as required by the AC and/or ED

Qualifications:

• Commitment to anti-oppressive, decolonial, and anti-racist practice
• Ability to work with integrity and respect in a diverse, multi-cultural community centre
• Demonstrated work experience and abilities in an administrative role, or a combination of training, education, and experience in a related field such as HR or Business Administration
• Demonstrated skills in general office duties: filing and clerical procedures; skilled typing and document/report preparation and layout; knowledge of personal computer applications
• Excellent time management skills and the ability to prioritize work
• Strong organization and problem-solving skills; keen attention to detail
• Superior oral and written communication skills: excellent interpersonal and collaborative ability
• Ability to work under pressure of deadlines and with frequent interruptions
• Computer proficiency, including Word, Excel, and Power Point
• Experience with web design, computer graphics, and social media
• Familiar with graphic design programs such as Canva, Visme, or similar
• Clear criminal record check

 Applicants must be eligible for the Canada Summer Jobs program:

• be between 15 and 30 years of age
• be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Actfor the duration of the employment 
• have a valid Social Insurance Number and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulation

Hours of Work & Term:

• 35 hours per week, Monday through Friday
• 8-week position from July 8^th to August 30^th, 2024
• Ability to work remotely 1-2 days per week, with the rest on-site
• Schedule built around regular hours of operation, training needs, and community events

Benefits & Remuneration:

• $21.75 per hour, plus a 6% pay in lieu of vacation
• Immediate enrollment in the Employee Assistance Program
• Training & development suitable to position

Vulnerable Sector Criminal Record Check required