Program & Administrative Assistant

Summary of Role

The Children’s Foundation of Guelph and Wellington is seeking an enthusiastic team player who is passionate about making a difference for children and youth in our community by supporting program delivery, organizational administration, and our volunteer program. Reporting to the Program Director (Adopt-A-Family and Free to Grow), the successful candidate will play a vital role in ensuring the smooth execution of our Adopt-A-Family program, provide backup support for the processing of Free to Grow applications, perform administrative and office duties such as taking minutes and ordering office supplies, and help coordinate our volunteer program.

The ideal candidate will be proactive, detail-oriented, and possess excellent communication and organizational skills. The successful candidate will also be deeply committed to living the values of respect, equity, diversity, and inclusion (REDI) through ongoing learning, reflection, and adaptability.

Tasks and Responsibilities include:

Assist with the execution of the Adopt-A-Family Holiday Support Program, including on-site office support and volunteer coordination.
Provide back-up support for the Free to Grow Program, including helping families with applications.
Conduct research and complete program evaluation, as required.
Collaborate with the team to develop and achieve strategic and operational goals.
Support the administration of program operations, such as updating or developing policies and procedures, as assigned by the Program Director.
Support the Executive Director with the Board of Directors administration, including but not limited to; preparing meeting packages, attending meetings, taking Board meeting minutes, and updating the board manual, as directed by the Executive Director.
Ensuring proper stocking of office supplies and necessary materials for day-to-day operations.
Maintaining a tidy, organized, and professional office space that reflects the organization’s culture, including coordinating with office cleaners and other external vendors for services.
Monitoring the general email address and phone system for general inquiries and forwarding messages to the appropriate staff person in a timely manner.
Recruit and onboard new volunteers, adhering to best practices for volunteer engagement and screening, and ensuring the best match between the skills, qualifications, and interests of the volunteers and the needs of the organization.
Delegate applicable volunteers to programs or events, as needed.
Coordinate volunteers for Adopt-A-Family program delivery, as well as for office support. This task may include their training, scheduling, and supervision, alongside other relevant supervisors.
Plan and implement formal and informal volunteer recognition activities across all programs.
Support the writing of a quarterly Volunteer Newsletter.
Maintain volunteer-related documentation and records in our database (DonorPerfect).
Foster a positive and inclusive volunteer culture that encourages growth, learning, empowerment, and collaboration amongst volunteers and staff, promoting an environment that aligns with best practices in volunteer management

Knowledge and Skills

Program Support: experience working with a diverse team of staff and volunteers to deliver programs, complete program evaluation, collect feedback, build relationships, meet program objectives, and adapt as needed.
Social Service Experience: education and/or experience working at or accessing social service(s) or community-centered organizations is considered an asset.
Administration & Organization: excellent organizational, time management, and communication skills (both verbal and written), with good attention to detail for accurate data management.
Volunteer Management: experience with recruitment, training, and coordination of volunteers would be considered an asset.
Equity, Diversity, and Inclusion: previous experience implementing equity, diversity, and inclusion (EDI) principles, and commitment to continuous learning.
Interpersonal Relationship Building: including staff, volunteers, recipient families, donors, social service organizations, and community members.
Collaboration: the ability to work collaboratively in a team environment, display empathy and understanding, listen to understand, and desire to learn from others.
Patience: proven commitment to creating patient and calm interactions with all individuals, adapting to meet their needs, as required.
Problem-Solving & Adaptability: to handle unexpected challenges and changes in plans.
Technical Skills: Proficiency in using MS Office suite (Word, Excel, PowerPoint, etc.), Teams, and other relevant software including databases.

Environment and Position Details

Hours: This is a full-time, permanent position – 37.5 hours/week, typically worked between the hours of 9:00 a.m. and 5:00 p.m.
- Some flexibility is required as this position may require occasional work on evenings and weekends, such as attending monthly board meetings.
- This time is taken back at appropriate and mutually agreed upon times to ensure no more than 37.5 hours are worked in a week.
Anticipated Start Date: September 5^th, 2023.
Salary Range: $38,900/yr. – $41,730/yr.
Work Location: This position will be working primarily at the Children’s Foundation office. During the Adopt-A-Family season (October-December), work will be from an off-site location within the city of Guelph, where the Adopt-A-Family program is delivered.
Required Screening: the successful candidate must Obtain a Police Record Check/Vulnerable Sector Screening Check, dated within the last 6 months. If you do not have one, the Foundation will reimburse you for the cost of this expense.
Equipment: will be supplied to the successful candidate.

Application Procedure

What to Submit: to apply, please submit a resume and cover letter.
How to Submit: send an email with your application to [email protected]. Please only apply once. If this method of application is not accessible, please call Megan at 519-826-9551 x 129.
Subject Line: Program & Administrative Assistant
Deadline: Wednesday, August 9, 2023, by 11:59 p.m.

Accommodations

We appreciate the time you have taken to review and apply for the role. Unfortunately, due to the volume of applicants, we will only be contacting those who have been selected for an interview.

Barriers such as transportation, childcare, medical appointments, etc., should not limit you from applying to this role. Please share these details for accommodation in your application.

If you require any accommodations at any point during the application and/or hiring process, please contact Megan at 519-826-9551 x 129, or [email protected].

All private information received in relation to an accommodation request will be kept confidential, only information required to facilitate the accommodation will be shared with those involved in the recruitment process.