Office & Program Assistant

Job S****tatus: Permanent Full-Time

Pay & Grade: $51,512 to $63,923 Annually Grade**:** 4

Hours of Work**:**35 Hours per week

Initial location: Williamsburg Community Centre

**Posting period:**July 29, 2025 to August 5, 2025 (at 6:00pm)

Overview

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.

This position is located at Williamsburg Community Centre.

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 focuses on the big picture and on forward-thinking approaches.

Please note the applicant may be required to work a variety of shifts including evenings, weekends, daytime shifts and holidays.

Responsibilities

• Contribute to a collaborative team approach to service delivery amongst community centre staff.
• Provide 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.
• Contribute 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.
• Attend 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.
• Perform administrative and financial tasks, including preparing bank deposits, processing petty cash, daily cash balances.
• Create the community centre staff schedules for approval by the Community Centre Facilitator.
• Contribute 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 shoveling snow, salt entrance), and monitoring and addressing patron behavior issues when required.
• Work with Facilities Management staff to ensure appropriate support and scheduling of Facilities Management staff at the centre.
• Coordinating 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.
• Work with the Community Centre Facilitator to contribute to efforts to achieve the centre revenue targets (program and rentals) through program registration and facility bookings.
• Participate in the production of consumer publications (e.g. Active Kitchener magazine, Neighbourhood Association newsletters etc.).
• Performs other related duties as assigned.

Requirements

• High school diploma plus up to one year of related post-secondary courses.
• 1-2 years of related experience including:
• Working closely with volunteers, youth, neighbourhood association, partners, and the public in a diverse community setting.
• 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.
• Ability to work flexible hours including daytime, evening, weekends, late nights and holidays, depending on the needs of the centre.
• Excellent organizational skills with an ability to manage multiple tasks and deadlines and a proven ability to work independently.
• Demonstrated excellent interpersonal communication (written and oral), customer service, and behavior management skills.
• Strong analytical and problem-solving skills.
• Proficiency in the use of computers using Microsoft office applications.
• Experience in handling cash, processing payments and bank deposits.
• Valid CPR Level “C” and Standard First Aid Certificate or willing to obtain.
• Experience supporting diverse individuals, particularly those facing housing instability or mental health challenges.
• Reliable with a good attitude and employment record.

**Department/Division:**Community Services, Neighbourhood Programs and Services

**Group:**CUPE 791

Competition Number**:** 2025-277

Job Code: 0428

Number of positions**:** 1

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