Senior Administrative Assistant - Youth Programs

1365 Richmond Rd, Ottawa, ON K2B 6X6, Canada Req #234

Monday, March 3, 2025

Job Title: Senior Administrative Assistant – Youth Programs

Status: Temporary Full-time (1-year contract)

Hours: 35 hours per week (70 hours bi-weekly)

Pay Scale: $25.505/hr - $30.005/hr

Application Deadline: March 14, 2025

Who are we?

Pinecrest-Queensway Community Health Centre is an innovative, community-based, multi-service center. We strive to meet the needs of the diverse communities we serve. We work in partnership with individuals, families, and communities to achieve their full potential, paying particular attention to those who are most vulnerable and at risk. PQCHC is an equal opportunity employer and values diversity in its workforce. If at any stage in the selection process you require an accommodation due to a disability, please let us know the nature of the required accommodation.

Job Summary

The Senior Administrative Assistant – Youth Programs provides comprehensive administrative and operational support to the Manager of Youth Programs and the Youth Programs team. This role is crucial in ensuring the smooth execution of youth-focused programs, events, and services by handling administrative, financial, and coordination tasks. The Senior Administrative Assistant also plays a key role in maintaining efficient systems that support program delivery, staff, volunteers, and community partnerships.

Key Responsibilities

1. Order and maintain an inventory of program supplies.
2. Prepare and submit statistical reports and documentation for funders and advisory boards.
3. Assist in developing program and promotional materials (flyers, posters, newsletters).
4. Record and distribute minutes for team and advisory meetings.
5. Maintain filing systems (electronic and paper-based) and track funder/partner contracts.
6. Support financial processes, including petty cash, invoices, casual timesheets, and tracking program budgets and expenses.
7. Coordinate translation of program materials as required.
8. Maintain and update program-related web content and communication tools.

Event & Program Coordination

1. Support the planning and execution of special events, workshops, and youth engagement activities.
2. Assist in scheduling activities related to mentoring, tutoring, leadership development, and community events.
3. Develop and maintain program and team schedules.
4. Ensure that program materials and resources are prepared for activities.
5. Provide onboarding support for new staff, volunteers, and students.
6. Ensure staff have the necessary equipment and technology for program operations.
7. Assist in the development and review of program-specific policies and procedures.
8. Coordinate committee and team meetings, including participant notifications and material distribution.
9. Work cross-functionally with other administrators within PQCHC to support administrative and HR tasks.
10. Maintain effective communication among internal and external stakeholders.

Direct Client & Community Service

1. Provide general program information to clients, families, and community members.
2. Offer back-up support to reception staff as needed.
3. Respond to public inquiries via mail, telephone, email, and in person.

Qualifications

Education & Experience

1. Post-secondary training in office administration, business administration, or a related field, or equivalent combination of experience and education.
2. 3 to 5 years of administrative support experience, preferably in a youth services, social services, or community-based setting.
3. Strong organizational and time management skills.
4. Proficiency in Microsoft Office Suite, database management, and SharePoint.
5. Experience in financial tracking and budgeting.
6. Ability to draft and edit reports, correspondence, and promotional materials.
7. Strong interpersonal and communication skills, with the ability to engage diverse stakeholders.
8. Experience coordinating events, meetings, and youth program activities.
9. Ability to work independently and collaboratively in a fast-paced environment.
10. Knowledge of youth programming, community development, and funding processes is an asset.

Linguistic Profile

1. English essential; other languages an asset.

Working Conditions

1. Some evening and weekend work may be required to support youth programs and events.
2. Ability to travel within the community for program coordination as needed.