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Administrative Assistant

3 months ago

Toronto, Ontario, Canada Cecil Community Centre Full time

Cecil Community Centre is a not-for-profit, multi-service neighbourhood centre that offers a broad range of recreational, educational, social, cultural, and capacity-building programs to area residents.

For over 40 years, the Centre has played a vital role in the lives of community members of all ages.

Our centre provides programs and services for children, youth, adults and seniors.

Position Summary


The part-time Administrative Assistant provides front-office supports and services by implementing administrative systems and procedures, monitoring administrative projects, and maintaining the community information system.


The Part-time Administrative Assistant plays a key role in streamlining the Centre's workflow as the link between various departments, employees, and external stakeholders.

The Administrative Assistant provides administrative support to the Program Manager, and Manager, Strategic Initiatives, assists program users, maintains the membership database, and assists with Cecil Venues event rental enquiries.


Reporting to the Business Manager, and working with other members of the Cecil Centre Management Team, Coordinates, oversees, and performs a wide variety of administrative, secretarial, and program support activities on behalf of management and staff at the Centre.

The Assistant serves as the primary point of operational and administrative contact for internal and external stakeholders, and members entering the Centre.

Answers the telephone, directs calls and provides information as required. Responsible for maintaining databases, creating reports and assisting with the financial recording and reporting of the Centre. Analyzes and improves office processes and practices, and ensures that the front desk operates smoothly.

Duties and Responsibilities:

  • Serves visitors by greeting, welcoming and directing them, notifying centre staff of visitors' arrival. Answers and routes telephone calls, responds to inquiries from the public, and takes messages.
  • Maintains up to date Front Desk Operating Manual ensuring accurate Centre information to ensure easy access to information for referral purposes.
  • Ensures first aid supplies and equipment (AED) are stocked and in proper working order, ensures compliance with relevant legislation.
  • Prepares, receives, and sends out mail, couriered materials, and other deliveries (e.g. party rentals, supplies and equipment).
  • Monitors the public access computers in the Community Access Hub, maintains security monitors, and controls access to all areas within the centre
  • Maintains and records daily use of photocopier and prepares monthly summary.
  • Develops and maintains up to date knowledge of Centre's programs, services, and special events.
  • Development and maintenance of all files, minutes, contracts, inventories and program registrations in the centre.
  • Processes front desk cash transactions: Keeps record of all payments made through front desk and assist with reconciliations as needed.
  • Maintains an efficient manual and computer filing system.
  • Provides orientation and training, supervision to CecilVenues Event Crew, and reception volunteers as required.
  • Assists Administrative Assistant to ensure that the Centre's internal and external bulletin boards, and electronic public information system displays current information and are kept clean and neat.
  • Assist the Manager, Strategic Initiatives, in the allocation and scheduling of Cecil Community Centre rooms, and equipment.
  • Liaison for all Cecil Community Centre user groups.
  • Provides tours and information to potential CecilVenues clients and User Groups.
  • Supports the Program Manager and Manager, Strategic Initiatives by responding to questions from the public, program and service users, and other individuals about the Centre's work.
  • Prepares, and prints routine correspondence, promotional materials, signage, and other documents.
  • Provide administrative and technical support for special events.
  • Other related duties as assigned

Requirements:

  • Postsecondary academic background in Office Administration or combination of education and experience
  • Minimum 3 years of experience in administrative support roles
  • Experience working with diverse and marginalized populations
  • Knowledge of the Kensington-Chinatown neighbourhood
  • Must have high degree of computer literacy in a Microsoft Windows environment (Word, Excel, Power Point, etc.)
  • Ability to establish priorities, work independently, and proceed with objectives without supervision
  • Proficiency in speaking English is important in this role

Hours and Wages:25hrs (Part-time) Starting at $21.31/hour (Wage grade - CUPE Local 2998)

In accordance with our collective agreement, members of CUPE 2998 will be considered first.
- **Cecil Community Centre is an equal opportunity employer. We will not discriminate against any employee, job applicant or volunteer because of race, ethnicity, religion, national origin, ge