Are you a highly organized, trusted professional who thrives behind the scenes—helping leaders focus on what matters most and strengthening programs that support women and families?

The Assistant to the VP, Women & Families Programs provides high-level administrative, executive, and coordination support to the VP and Leadership Team, enabling strategic, consistent, and efficient departmental operations.

This is apermanent,full-time(37.5 hours per week)position. The starting range for this position is $31.92 to $34.88 per hour/annum.

Who We Are (external only)

Demonstrating the love of Christ, UGM feeds hope and changes lives through a faith-based continuum of care. We are a proud member of the Canadian Council of Christian Charities and have earned the Best Christian Workplace award again in 2021. We provide competitive salaries, generous vacation and sick leave, an RRSP matching program, as well as the potential for educational assistance and flexible work arrangements. In addition, our extensive benefits plan is fully employer-paid and includes extended dental and medical, as well as $4,500 per year in pooled paramedical expenses. A focus on employee resilience, support for professional development, engagement in meaningful work, and a fun and caring environment are all part of being a member of the UGM team. If you are someone who desires to learn and grow, has a passion to serve and make a difference, and connects with others with both humility and humour, then you will be a great fit at UGM.

Main Duties & Responsibilities

Executive Support to the VP (Primary Responsibility)

• Provide confidential administrative and executive support to the VP.

• Manage calendars, meetings, appointments, and travel.

• Prepare spreadsheets, presentations, reports, briefings, and documents.

• Prepare agendas, arrange meeting facilities, and take action-based minutes.

• Draft and edit correspondence and communications.

• Support email management.

• Maintain organized filing systems.

• Order materials, equipment, and supplies.

• NetSuite invoicing and other payment submissions

• Reconcile monthly credit card statements

Executive Support to the Director, Women & Families Centre

• NetSuite invoicing and other payment submissions

• Reconcile monthly credit card statements

• Prepare spreadsheets, reports, and documents.

• Order materials, equipment, and supplies.

Departmental Coordination & Leadership Team Support

• Coordinate departmental meetings, retreats, events, and tours.

• Maintain consistent workflows and processes across multiple programs and locations

• Set up and maintain topical records management systems.

• Support the administrative onboarding of new staff as appropriate

• Support communication and coordination across the department.

KPI, Reporting & Documentation Management

• Coordinate KPI tracking, documentation, and reporting.

• Prepare monthly, quarterly, and annual KPI summaries.

• Maintain systems for storing data and reports.

• Assisted Living Registry – policy and reports support

• Familiarity with the Ministry of Social Development and Poverty Reduction regarding daily stipend, reporting, and payment processes

• Provincial Perinatal Mental Health and Substance Use – support coordination of record keeping and report writing regarding funding and deliverables

Policy, Procedure & System Support

• Support updates to policies and procedures.

• Track policy compliance.

• Participate in NetSuite and other databases.

• Support process and system improvements.

Event & Activity Coordination

• Coordinate departmental events and celebrations.

• Support logistics for tours, visitors, and donor events.

General

• Adhere to and support staff awareness of all UGM policies and practices.

• Perform other duties as assigned.

KSA’s

• Agreement with UGM’s Mission Statement (see www.ugm.ca) and Statement of Faith.

• Related post-secondary degree or diploma (e.g. Business Administration, Social Work, Leadership) from a recognized, fully accredited university, or an equivalent combination of training and experience.

• Minimum of 3 years of related work experience, ideally in a multi-ethnic and socially diverse community is required. Supervisory experience preferred.

• Consideration may be given to alternate combinations of lived experience and education.

• Advanced computer skills (Excel, Word and Outlook).

• Demonstrated analytical thinking and organizational skills.

• Demonstrated ability to deal with highly sensitive and confidential material and situations.

• Ability to be an ambassador of Women & Families programs, collaborating well with other departments

• Be well versed in the language, and philosophy and praxis of care within Women & Families programs

• At least 20 hours of training in one or more of these subjects: counselling; crisis and conflict resolution; psychosocial intervention for substance use disorders; and trauma-informed practice.

Working Conditions

-Work Location

Work is generally performed indoors within an office environment, with standard office equipment available.

-Physical Requirements

Work is generally sedentary in nature, but may require standing, walking or reaching for up to 10% of the time. Employee is required to look at a computer screen and use a keyboard for up to 75% of the time, and to manage a switchboard.

-Work Conditions

Working environment is generally favorable. Lighting and temperature are adequate. Work is performed amid normal conditions of dust, odors, fumes, and noises. This position is required to work in an environment often dealing with clients in crisis situations brought about by diverse problems.

-Hours of Work

Moderate overtime may be required.

-Hazards

Hazards are considered minor and controllable.

-Other

Due to the nature of the job, and our commitment to a safe environment, the candidate is subject to a criminal record check.