Administrative Assistant, Youth Programs

2 months ago


Ottawa, Canada Pinecrest Queensway Community Health Centre Full time

**Position Title**: Administrative Assistant, Youth Programs

**Status**: Temporary Full-time (Contract until March 31, 2024)

**Hours**: 35 hours/week (70 hours bi-weekly)

**Salary**: $20.167/hr - $23.726/hr

**Department**: Community Development Services

Who are we?
Pinecrest-Queensway Community Health Centre is an innovative community based, multi-service center. We strive to meet the needs of the diverse communities we serve. We work in partnership with individuals, families, and communities to achieve their full potential, paying particular attention to those who are most vulnerable and at risk. PQCHC is an equal opportunity employer and values diversity in its workforce. If at any stage in the selection process you require an accommodation due to a disability, please let us know the nature of the required accommodation.

**Job Summary**:
To provide administrative and support services to the Manager of Youth Programs and the youth programs team.

**Job Specific Responsibilities**:
Administrative
- Orders and maintains and inventory of program supplies as required.
- Assists in preparation of program and promotional flyers, posters and other documents as assigned.
- Support in coordination of special events and/or projects as assigned.
- Records and distributes minutes of team and advisory meetings as needed.
- Maintains filing systems (electronic and hard copies).
- Coordinates translation of program materials as required.
- Coordination of committee and team meetings including notification of participants, distribution of materials, etc.
- Maintains efficient computerized information and/or paper-based filing systems as it relates to office and program requirements.
- Maintains program and/or organizational website as required.

Teamwork and Collaboration
- Connect with members of the staff team to ensure financial documentation is tracked, monitored and submitted on a timely basis
- Ensuring staff have the equipment and technology required to complete job related tasks
- Attends and participates in team and general staff meetings as scheduled.
- Maintains effective communication of information among internal and external stakeholders.
- Participate in staff development as appropriate to the position.
- Developing and maintaining active contact and distribution lists.
- Work cross-functionally with other administrators within PQCHC to perform administrative and HR tasks as needed.

Direct Client Service
- Provides back-up support to reception staff.
- Provides general information to clients and visitors as appropriate.

Common Responsibilities
- Working in a manner that preserves confidentiality and seeks to minimize risk in keeping with Privacy and Confidentiality Policies and Procedures.
- Working in a manner that incorporates health promotion and recognizes the determinants of health.
- Incorporating and strengthening collaborative and interdisciplinary teamwork.
- Respecting and valuing the diversity of communities and individuals.
- Contributing to the Centre’s activities to collect, analyze and report on data and relevant information, and participate in research.
- Maintaining competence, and where applicable, a professional license to practice.
- Supporting the Centre’s student and volunteer placement programs.
- Promoting awareness of and participation in Centre activities.
- Contributing to the Centre’s work by participating in meetings and committees, where applicable.
- Working during both regular and extended hours of operation in locations identified by the Centre.
- Contributing to the Centre’s efforts to secure and maximize resources for current and new programs, services and activities.
- Participating in the Centre’s efforts to enhance its capacity through staff development.
- Working in a manner that supports the Centre’s Occupational Health and Safety Policies and Procedures.


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