Job Posting 94060

Administrative Support Assistant
YWCA Hamilton
Hamilton area
closes in 2 days (Fri, 2 Jun)
full time - temporary / contract

Who We Are

Founded in 1889, YWCA Hamilton is known as one of Hamilton’s original social innovators and works from a feminist, anti-racist, and anti-oppressive framework. We are dedicated to strengthening women’s and girl’s voices, broadening their choices, building dynamic leadership and providing essential services that promote safe, inclusive and equitable communities.


YWork for us?


At YWCA Hamilton, we are intentional about fostering a workplace culture that values positive physical and emotional well-being through our values of Inclusivity, Equity, Community, Self-determination, and Accountability. We invest in our employees so that we can bring our values into the communities in which we live. We offer our employees:


  • On-the-job training and professional development opportunities
  • Childcare discounts
  • Opportunities to get involved in our community
  • A competitive total rewards package


If you’re passionate about making a positive impact in the lives of women, children, and families every day, we would love for you to join our team!


Position Description



Job Code: 4-MES-2023

Department: Employement and Training

Reports to: Manager, Employement and Training - Skilled Trades

Hours of Work: 37.5 hours a week

Start Date:  June 1, 2023  

Contract End Date: March 31, 2024

Posting Date: May 8, 2023

Location:  Hamilton, ON



  • Assists in collecting and managing data for the Pre-Apprenticeship Programs;
  • Coordinates and manages assigned programs’ activities including but not limited to: providing support with the preparation for program audits, other fiscal reports and presentations as needed; and processing employers’ invoices;
  • Handles confidential information and manages /safeguards records as per organizational policies and procedures;
  • Provide direct administrative support in copying, filing, scanning, etc.;
  • Maintains inventory and orders/purchases office supplies for the programs;
  • Supports program managers with monitoring of funding agreements, financial reporting requirements and processes;
  • Tracks and monitors budget, gathers information and submits invoices to Accounts Payable for payment;
  • Maintains accurate records related to budgetary activities undertaken for the Pre-Apprenticeship Programs and reports results to program managers;
  • Supports management processes related to recruitment through pre-screening and reference checks;
  • Assists in researching, collecting and organizing materials, and labour market information for grant/proposal preparation;
  • Compiles, creates, and modifies statistical reports as assigned;
  • Assists in arranging special events;
  • Attends and participates in team/staff meetings;
  • Works safely, reports all workplace hazards and follows all YWCA Hamilton’s Health and Safety policies and procedures;
  • Be familiar with and adheres to the Occupational Health & Safety Act, Workplace Safety Insurance Board Act (WSIB), Human Rights and Employment Standards Act (ESA);
  • Attends and participates in mandatory training such as but not limited to WHMIS, Health and Safety Training and Anti-Racism Anti Oppression Training (ARAO);
  • Ensures compliance with YWCA Hamilton policies and procedures;
  • Maintains high level of confidentiality/privacy when working with client information;
  • Supports YWCA Hamilton’s mission, vision and values;
  • Performs other duties as required.



  • Works a standard 37.5-hour work week;
  • Ability to use frequent medium to heavy physical effort: lifting up to 22.7 kg (50 lbs.), bending and stooping.





  • 1 to 2 year Diploma in office administration, administrative studies or a minimum of three (3) years related work experience, including, but not limited to general office tasks and/or Finance administrative support;
  • Proficiency in computer applications e.g. MS Office Suite: Excel, Word, PowerPoint, Outlook;
  • Excellent written communication skills in English to prepare internal and external documentation and to build and maintain positive work relationships with the leadership team in a collaborative manner;
  • Excellent interpersonal, and oral communication skills to be able to effectively communicate to a wide range of stakeholders, in person, virtually and by phone;
  • Excellent work planning and organizational skills to manage and prioritize multiple and wide range of assigned tasks with competing and tight deadlines.
  • Ability to work independently with minimal supervision, and also work effectively in a team;
  • Working from a feminist, anti-oppressive /anti-racist perspective;
  • Bilingual English/French or other languages an asset;
  • Must provide a current Criminal Record Judicial Matters police check or willingness to obtain at own cost;
  • Must provide a current Emergency First Aid or willingness to obtain at own time & cost.


As part of YWCA Hamilton’s commitment to Access and Equity, we strive to represent the diverse communities that we serve. Individuals who are women, First Nations, Métis, immigrant, refugee, LGBTQ2S+; individuals with disabilities; and individuals from racialized communities or other marginalized communities are encouraged to apply.


Accommodations are available throughout the recruitment process. Please inform us of any accommodation requests.


Thank you for your interest in YWCA Hamilton. Only those selected for further consideration will be contacted.





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