Programs Administrative Assistant

7 days ago

Hamilton, Canada CityKidz Full time

**Programs Administrative Assistant**

**About CityKidz**:
In Canada, 1 in 5 children is growing up below the poverty line. For generations, poverty has stolen dreams and destroyed futures. At CityKidz, we think it’s time to change that, and we're looking for committed people who will work with us to help kids dream big dreams and reach their full potential. CityKidz is a non-profit, Christian organization dedicated to increasing resiliency and inspiring big dreams for Canadian children living in low-income communities by providing inspirational experiences and nurturing personal relationships, one child at a time.

**Position Overview**:
The **Programs Administrative Assistant** plays a critical role in supporting the administrative functions of CityKidz programs, ensuring program excellence and smooth operations. This position handles various administrative responsibilities, maintains accurate records, and contributes to the overall success of CityKidz programs while upholding the organization’s mission and values.

**Responsibilities**:
**Participant Records & Program Data (35%)**
- Maintain and update participant files in compliance with CityKidz policies and data protection regulations.
- Manage participant registration, attendance tracking, and follow-up processes.
- Update and maintain the participant database, ensuring accuracy and consistency.
- Collect, organize, and analyze program data to track key metrics and support program evaluation.

**Administrative Support for Programs (35%)**
- Ensure timely communication with families and participants about updates or activities.
- Prepare materials for home visits, including clipboard assembly and distribution.
- Assist with scheduling and coordinating volunteers to support administrative tasks.
- Support administrative planning and logistics for events such as the Gift of Christmas (GOC), including roster preparation and gift selection processes.
- Collaborate with staff and volunteers to ensure successful project execution.

**Reports & Meetings (15%)**
- Prepare accurate reports for supervisors and stakeholders as required.
- Participate in weekly staff meetings and one-on-one check-ins with supervisors.
- Contribute to collaborative team discussions and department meetings.

**Front-Line Program Support (15%)**
- Provide coverage and support during programs, as directed by the manager.
- Assist with resolving operational challenges during programming.

**Qualifications and Demonstrated Skills**:

- Associate’s degree in a related field, such as office administration, preferred.
- At least one year of experience in administrative support and database management.
- Exceptional organizational, time management, and task prioritization skills.
- Strong interpersonal, written, and oral communication abilities.
- Ability to adapt to changing priorities and manage multiple deadlines.
- Commitment to maintaining confidentiality and aligning with CityKidz’s mission and values.
- Comfortable working in a faith-based organization.
- Valid G Class driver's license and reliable transportation.

**What We Provide**:

- Full-time, 35 hours per week until Feb 2026 and possibility of extension, with a mix of hybrid and office work.
- A unique work experience which provides self-satisfaction and the opportunity to create positive change in our community
- An opportunity to be part of a dynamic team where you will be able to develop your skills and increase your knowledge of the profession
- A competitive compensation package including benefits

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