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Program Assistant

4 months ago

Victoria, Canada Shelbourne Community Kitchen Full time

**Program Assistant**
**Position Description**
August 24, 2023

**The Program Assistant provides operational and administrative support for the organization.**
**They field general inquiries, maintain calendars, schedule meetings, maintain databases, and lend a hand with daily operations. The Program Assistant is part of a team of staff and volunteers who work together to support the organization's mission, programs, and activities.**

**Responsibilities**
- Maintains digital and hardcopy records and filing systems
- Maintains complete and accurate membership records in Sumac CRM Database
- Assists in the preparation of regularly scheduled reports, including the Annual Report
- Manages facility rentals bookings (scheduling, agreements, food premises permits for food producers/commercial kitchen)
- Liaise with the Board Secretary and Director of Operations to annually review record keeping policies to ensure compliance with Canada Revenue Agency charity requirements
- Uses shared master documents to record activities, metrics and impact, inputs and outputs
- Schedules meetings, facility bookings, and manages calendars (Google and Zoom)
- Donor Correspondence: provides administrative support for issuing charitable donation tax receipts and donor correspondence
- Assists with the creation of promotional materials, mailings, and website content as needed
- Volunteer Program: inquiries, intake event support, maintains volunteer records (membership forms, training, certifications, criminal history checks), updates Volunteer Victoria postings
- Assists with program registrations (form creation, registrant correspondence)
- Works with practicum students and volunteers on specified projects when needed
- Maintains FoodSafe, WorkSafe BC, Island Health standards and record keeping
- Maintains office supply inventory and places orders with service accounts.
- Acts as site supervisor #2 (relief for Program Coordinator)
- Assists with daily operations as required
- Occupational First Aid Attendant and Emergency Response Lead
- Other duties as assigned

**Qualifications and Experience**
- Post-secondary certificate/degree in administration, non-profit administration, or related field
- Minimum one year work experience within the non-profit or administration sectors
- Experience working with diverse and vulnerable communities. Demonstrates a strong level of cultural sensitivity, inclusivity, patience, and respect for all individuals
- Proficient in Microsoft Office Suite (Word and Excel) and Google Suite (Google Calendar and
Google Drive)
- Excellent communications, time management and project management skills
- Self-motivated and organized
- Demonstrates skills in working collaboratively and respectfully with others, including volunteers, groups, committees/boards, organizations
- Comfortable lifting 40lbs
- Comfortable leading teams of volunteers as needed (6-10 per day)
- Able to multitask, creative problem solve and maintain priorities throughout busy work shifts
- Clean Criminal History Check, conducted within the last 3 years
- Valid Class 5 driver’s license
- Occupational First Aid Level 1 or willingness to be certified
- FoodSafe Level 1 Certification
- COVID-19 vaccination and boosters strongly recommended
- WHMIS Certification
- Available Monday through Friday, and willingness to provide occasional event support on weekends, as needed

**Hours and Compensation**
- Works on site and shares office space with other staff and volunteers
- This position is full-time, 40 hours per week
- Hourly Wage: $21
- Two weeks paid vacation
- Extended health, dental, pension, LTD and Life after 3 months

**Reporting and Supervision**
- The Program Assistant reports directly to the Director of Operations
- The Program Assistant is supervised by the Director of Operations and Program Coordinator
- The Program Assistant receives support, guidance from the Director of Operations, and
Program Coordinator, and committees
- Opportunities to work remotely to be negotiated with the Program Director

**Relief**:

- The Program Assistant is relieved by the Program Coordinator and core volunteers

**Start Date**:

- The position is available immediately
- There is a three month probationary period

**To Apply**

Please send a cover letter, your resume, and two references to Chair of Human Resources Committee,

**About**:
**The Shelbourne Community Kitchen acknowledges with gratitude and respect that we operate on traditional Coast Salish Territories, specifically of the Lekwungen, and W_SÁNEC peoples.**

**The Shelbourne Community Kitchen (The Kitchen) is a warm and welcoming neighbourhood food centre, located in Saanich, B.C. Our mission is to create opportunities with people living on a low income to cook, grow, share and connect for improved health and well-being. **People who are living on low income come to The Kitchen to:

- Prepare and share healthy meals together in our Food Skills Programs;
- Access nutritious food through our P