Office and Program Assistant (Community Centre) Part Time

Job summary

Coordinate the community centre’s administrative operations, customer service, program registrations, facility bookings, rentals, payments, payroll, and staff schedules. Support community events and partners, help maintain the facility, address patron concerns, and contribute to revenue targets.

Job details

Overview 2 positions Temporary Part-Time for approximately 10 months. 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 find themselves working in a fast-paced community centre environment. The Office and Program Assistant is accountable for the day-to-day administrative tasks, working with other community centre staff and volunteers, and interacting with patrons employing a focused customer service approach. The Office and Program Assistant must utilize 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 neighborhood groups, volunteers and partner organizations. You enjoy supporting, mentoring and training other staff members. You are an active listener and have developed strong de-escalation techniques. You are comfortable working with and escalating situations involving sensitive populations (ex. precariously housed, those experiencing a mental health or addiction crisis etc.). You are detail oriented and can adapt to changing priorities. You Are A collaborative team player able to work across divisions and departments. A problem solver that is focused on the big picture and on forward-thinking approaches Responsibilities Contributes to a collaborative team approach to service delivery amongst community centre staff. Provides a consistent level of high-quality customer service, including responding to questions/concerns from the public and community partners, responding to inquiries about rentals and requests for refunds, taking payments and registrations, etc. Contributes to the work of the community centre staff team in supporting and executing Neighbourhood Association and another partner events and initiatives in the centre, on the centre property and in surrounding neighborhoods. Attends to the day-to-day operations of the centre with emphasis on the coordination of office procedures, identified administrative duties, providing front-line customer service, overseeing the rental, program registration and facility booking processes, and providing administrative support to Neighbourhood Associations, other community partners and centre users. Performs administrative and financial tasks, including preparing bank deposits, processing petty cash, daily cash balances. Creates the community centre staff schedules for approval by the Community Centre Facilitator. Contributes to a consistent level of care for the facility, including identifying facilities management, maintenance, and/or security needs, ensuring maintenance of outdoor spaces (e.g. spot cleaning or shovel snow, salt entrance), and monitoring and addressing patron behavior issues when required. Works with Facility Management staff to ensure appropriate support and scheduling of Facility Management staff at the centre. Coordinates payroll functions for centre staff. Accountability and oversight for the entire program registration and facility booking process. Accountability and oversight for the entire rental process including (but not limited to) responding to inquiries, screening applicants, providing tours, reviewing terms with patrons, accepting/processing payments, making tentative bookings, coordinating and prioritizing room booking schedules, coordinating licenses, insurance and security, and preparing and processing contracts. Works with the Community Centre Facilitator to contribute to efforts to achieve the centre revenue targets (program and rentals) through program registration and facility bookings. Participates in the production of consumer publications (e.g. Active Kitchener magazine, Neighbourhood Association newsletters etc.). Performs other related duties as assigned. Education Minimum Grade 12 diploma or equivalent plus up to 1 year post-secondary job related courses. Experience Minimum of 1 year of related experience in customer service including working with diverse populations, handling cash, processing payments and 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 be willing to obtain within 3 months of Start Date. Knowledge, Skills, And Abilities Excellent organizational skills with an ability to manage multiple tasks and deadlines and a proven ability to work independently. Demonstrated experience and ability to work closely with volunteers, youth, neighbourhood association, partners, and the public in a diverse community setting. Exceptional interpersonal communication (written and oral), customer service, and behavior 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 using Microsoft office applications (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.

What you’ll do

Coordinate the community centre’s administrative operations, customer service, program registrations, facility bookings, rentals, payments, payroll, and staff schedules. Support community events and partners, help maintain the facility, address patron concerns, and contribute to revenue targets.

Requirements

Requires a Grade 12 diploma or equivalent, up to one year of related post-secondary coursework, and at least one year of related customer service experience, including work with diverse populations and handling payments and deposits. Applicants need strong organizational, communication, analytical, and teamwork skills; proficiency with Microsoft Office and Canva; flexible availability; and Emergency First Aid and CPR C certification or willingness to obtain it within three months.

Listed skills

• Customer service · Preferred
• Cash handling · Preferred
• Payment Processing · Preferred
• scheduling · Preferred
• interpersonal communication · Preferred
• Problem solving · Preferred
• Microsoft Office · Preferred
• Canva · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Customer Service
• Administrative Coordination
• Cash Handling
• Payment Processing
• Bank Deposits
• Program Registration
• Facility Booking
• Rental Coordination
• Scheduling
• Volunteer Support
• Interpersonal Communication
• Behavior Management
• De-escalation
• Problem-Solving
• Microsoft Office
• Canva

Job areas

• Administrative
• Customer Service & Support
• Government & Public Sector
• Sports & Recreation

More jobs from City of Kitchener