Position Available:
Full-Time H4 Director’s Assistant - Contract Position

Program:
Homelessness and Housing Help Hub (H4)

Program Description: H4 is a comprehensive program providing multi-agency wrap-around supports and coordinated access to services for individuals experiencing homelessness. It serves as a central point of access into homelessness services while providing basic needs support, housing intake and assessment services, community engagement initiatives, and connections to clinical support from local partner agencies.

Head Office:
Housing Information Services 3450 Ypres Avenue, Suite #200 Windsor, ON, N8W 5K9

Start Date:
Immediate

Work Week:
Monday through Friday 8 Hour Shifts between the hours of 8:00 am – 4:00 pm Hours as required through approved overtime. This role requires emergency on-call availability on a biweekly rotational basis on weekends, afternoons, and midnights, as required by the operations of program.

Location:
Day-Program Operating Out of 400 Wyandotte St. E., Windsor ON

Rate of Pay:
$31.50 Probationary Wage, with increases up to $32.50 after successful completion of probationary wage and successful 60-day performance evaluation.

Health Benefits and Cumis RRSPs Available to FT Positions.

Job Summary:
Under the direction of the H4 Program Director, the H4 Director’s Assistant will support with the administrative management of the City of Windsor’s Homelessness and Housing Help Hub Program within established program requirements and agency policies.

Qualifications:
See Job Specifications below.

How to Apply:
Interested persons must submit a letter of intent and resume via Bamboo on or before Monday, March 30th, to:

Jordan Nguyen H4 Program Director jnguyen@hislscdg.com

H4 Director Assistant Job Specifications

Reports To:
H4 Program Director directly and Executive Director, Finance Director, and Executive Board as necessary.

Job Description:
Under the direction of the H4 Program Director, the H4 Director’s Assistant provides high-level administrative, operational, and coordination support to ensure the effective functioning of the Homelessness and Housing Help Hub (H4). This role acts as a central organizational support to the Program Director, assisting with communications, scheduling, documentation, reporting, coordination across internal teams and external partners, and the day-to-day administrative functions required to sustain a complex multi-agency program environment.

The H4 Director’s Assistant plays a critical role in supporting program oversight, ensuring follow-through on priorities, maintaining operational systems, and enabling the Program Director to focus on strategic leadership, staff supervision, funding, and community partnerships.

Essential Duties and Responsibilities Include:

H4 Direct Administrative Support

• Provide direct administrative support to the H4 Program Director, including calendar management, meeting coordination, email correspondence, and prioritization of requests;

• Draft, format, and proofread professional communications, reports, briefing notes, presentations, and internal documentation on behalf of the Program Director;

• Organize and maintain internal digital and physical filing systems for program documentation, contracts, policies, reports, and correspondence;

• Support preparation for internal meetings, City of Windsor meetings, community tables, funder meetings, and public presentations;

• Provide support and direction to management and staff in the absence of the H4 Programs Director.

Operational Coordination

• Assist with coordinating day-to-day operational needs of H4 by liaising with Site Supervisors, staff, students, volunteers, and partner agencies as directed;

• Support the implementation and maintenance of program systems, tools, and internal workflows to ensure consistency and efficiency;

• Assist with the preparation, tracking, and organization of program statistics, reports, and internal data summaries in collaboration with supervisors;

• Monitor shared inboxes, requests, or administrative queues related to H4 and redirect or escalate matters as appropriate.

Personnel Coordination

• Assist with preparing letters, forms, and documentation related to performance management, evaluations, leaves, and disciplinary processes under the direction of the H4 Program Director;

• Coordinate training registrations, certification tracking, and professional development documentation for staff and supervisors;

• Support the organization of administrative and leadership meetings, including agenda preparation, minute-taking, and action tracking;

• Fill in for vacant shifts to support proper operations as needed.

Data Reporting and External Communications

• Assist in compiling program data, statistics, and documentation required for internal reporting, funders, and City of Windsor requirements;

• Maintain quality assurance of tracking tools, spreadsheets, and administrative databases related to program operations, staffing, scheduling, and reporting;

• Support grant-related administration by assisting with documentation, reporting timelines, and data compilation as required;

• Serve as a professional point of contact for internal and external stakeholders when appropriate, ensuring timely and respectful communication;

• Support preparation and distribution of program materials, presentations, and outreach or educational resources as directed;

• Assist physical and digital media content coordination or community engagement initiatives related to H4.

Confidentiality, Professionalism, Compliance

• Handle sensitive and confidential information with discretion, professionalism, and adherence to agency confidentiality policies, privacy legislation requirements including PIPEDA and ethical standards of the social service work sector;

• Reviewing employee concerns and assisting with the investigation of formal complaints with possibility of issuing discipline;

• Has strong judgement, initiative, and the ability to manage competing priorities in a fast-paced, high accountability environment;

• Any further requirements that would be required in the course of fulfilling day to day operations.

Education & Skills:
Bachelor’s Degree or Diploma in Business Administration or a related field with a minimum 2-3 years of experience in a managerial and/or administration capacity.

Work Experience:
Must have ability to work independently and in a diverse team environment. Must have proven ability for effective oral and written communication in a professional environment.

Familiarity with human resources functions, employment legislation, data compliance measures, and stakeholder engagement will be considered an asset.

Experience with service delivery in social services or housing and homelessness sector will be considered an asset.

Knowledge/Ability to write and implement policies, procedures, and workforce development initiatives.

Must have strong proficiency in using Windows applications, Microsoft Office Suite including SharePoint and Microsoft Excel, Internet Applications, and standard office equipment required.

Certifications and Other Requirements Criminal Reference and Vulnerable Sector Checks required. Updated CPR and First Aid Certification required.

Non-violent Crisis Intervention (NVCI), Mental Health First Aid, and Applied Suicide Intervention Skills Training (ASIST) certification an asset.

Must have reliable and effective mode of transportation.

Work Related Abilities Policies and Procedures: Adheres to all organization policies and procedures and make recommendations where applicable. Able to relate to routine operations in a manner that is consistent with existing solutions to problems; log work activities.

Handle Multiple Tasks / Requests: Able to deal with frequent change, delays, multiple requests (phone and in-person), high volume of requests, while addressing written tasks, unexpected events etc.

Spoken and Written Communications: Able to clearly present information verbally in person and over the phone; in writing and to document activities; to read and interpret written information; comprehend information delivered orally.

Professional Engagement: Able to communicate with clients, partners, and staff professionally. Awareness and sensitivity to clients experiencing homelessness as well as the needs of the vulnerable sector an asset.

Critical Problem Solving: Able to assess complex situations and develop effective, practical solutions within each context. Capable of making sound decisions under pressure, prioritizing tasks, and employing critical thinking to navigate immediate challenges.

Safety: Demonstrates skill around personal safety, de-escalation of clients and ability to advocate for responsible harassment free behaviour.

Relevant Work Environment:
The workweek will be a minimum of 40 hours, including availability and flexibility for evening, weekend, and statutory holiday work as required.

The role may involve physical activities such as walking between different areas of the facility, standing, bending, lifting materials up to a certain weight limit, sitting at a computer workstation for extended periods, and other tasks that require mobility within the facility.

Disclaimer:
The job specifications indicate the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent.

The incumbent may be required to perform other duties as required.

We appreciate all expressions of interest; however, only candidates who meet the relevant requirements will be contacted for an interview.