Administrator, Downtown (Permanent, Part-Time)

Are you ready to use your administrative gifts to bring order, clarity, and care to a team that’s changing lives every day?

This position supports the Director, Supervisor, and staff of UGM Joanna Home through a wide range of administrative and clerical duties, ensuring that both staff and participants are well‑served in a timely, proficient, and grace‑filled manner. As part of a recovery home setting, the role may also involve additional administrative and supportive tasks that contribute to the effective day‑to‑day programmatic operations of the home. At times, this position requires a hands‑on approach to support staff and participants as needed. The role further facilitates excellent communication within the Women & Families Program, as well as with other parts of the organization and external agencies.

Due to the nature of the participants, we serve, only female candidates will be considered for this position

This is a permanent , part-time (22.5 hours per week) position. The starting range for this position is $25.01 to $27.33 per hour.

Who We Are

Demonstrating the love of Christ, UGM feeds hope and changes lives through a faith-based continuum of care. We are a proud member of the Canadian Council of Christian Charities and have earned the Best Christian Workplace award again in 2021. We provide competitive salaries, generous vacation and sick leave, an RRSP matching program, as well as the potential for educational assistance and flexible work arrangements. In addition, our extensive benefits plan is fully employer-paid and includes extended dental and medical, as well as $4,500 per year in pooled paramedical expenses. A focus on employee resilience, support for professional development, engagement in meaningful work, and a fun and caring environment are all part of being a member of the UGM team. If you are someone who desires to learn and grow, has a passion to serve and make a difference, and connects with others with both humility and humour, then you will be a great fit at UGM.

Main Duties & Responsibilities

• Model Christ in word and deed in all interactions with staff, participants, volunteers, and external partners.
• Provide confidential, high‑level administrative support to the Director and Supervisor of Joanna Home, including correspondence, document preparation, reporting, and coordination of priorities.
• Support effective communication and coordination within Joanna Home, across the Women & Families Program, and with internal departments and external agencies.
• Prepare, edit, and maintain administrative and program materials, including memos, presentations, ministry resources, and client support materials, collaborating with Creative Services as required.
• Coordinate meetings, events, and training activities, including scheduling, logistics, IT setup, registration, attendance tracking, and follow‑up documentation.
• Manage administrative systems and records, including filing systems, ShareVision data entry and reporting (KPIs and Ministry Monthly Reports), and other program documentation.
• Provide financial and payroll administration support, including petty cash and Visa reconciliations, invoice processing, budget support, staff scheduling, and bi‑weekly payroll coordination for approval.
• Coordinate staffing logistics for Recovery Care Workers within a 24/7 operation, including shift scheduling, time tracking, and coverage support as needed.
• Support human resources processes such as recruitment administration, interview coordination, reference checks, onboarding, and new employee orientation, in collaboration with supervisors.
• Provide administrative training and guidance to new and existing staff on systems, processes, and reporting requirements.
• Provide leadership and oversight for assigned casual, on‑call staff, including scheduling, coaching, goal‑setting, feedback, and performance reviews when required.
• Contribute to programmatic and operational continuity within a minimally staffed recovery home by providing hands‑on administrative and practical support, including coverage for the Care Team and Morning Motivation, as well as assisting with household and day‑to‑day operational needs (e.g., supplies, groceries, and general upkeep) as required.
• Participate in after‑hours on‑call rotation as required and respond professionally to emerging operational needs.
• Adhere to all UGM policies, procedures, and health and safety requirements, including Occupational Health and Safety standards.
• Perform other related duties as assigned to support the effective operation of Joanna Home and the Women & Families Program.

KSA’s

• Mature individual, committed to UGM’s Mission Statement, Core Values, and Statement of Faith
• A vibrant and growing relationship with Jesus Christ, our Creator, as Saviour and Lord.

• Post-secondary education combined with several years of related experience required.
• Consideration may be given to alternate combinations of lived experience and education.
• Valid Class 5 drivers’ license is required.
• Advanced computer skills (Excel, Word, and Outlook).
• Advanced experience in corporate and/or administrative environments.
• Demonstrated analytical thinking and organizational skills.
• Food Safe Certificate is preferred. Willingness to get it is an asset.
• Ability to work as part of a team under the direction of a supervisor.
• At least 20 hours of training in one or more of the subjects: counselling; crisis and conflict resolution; psychosocial intervention for substance use disorders; and trauma-informed practice. Considered an asset.
• Completion of UGM’s Non-Violent Crisis Intervention training and all other mandatory training, including First Aid training/certification and Naloxone training/certification.
• Willing to provide current vaccination information.

Working Conditions

• Work Location

Work is generally performed indoors, with up to 10% of the time spent outdoors in all types of weather.

• Physical Requirements

Work is generally sedentary in nature, but may require standing, walking or reaching for up to 50% of the time. Employee is required to look at a computer screen and use a keyboard for up to 90% of the time. Must be able to lift up to 35lbs occasionally.

• Work Conditions

Working environment is generally favourable. Lighting and temperature are adequate. Work is performed amid normal conditions of dust, odors, fumes, and noises. Occasional environmental exposures to cold, heat, and water. This position is required to work in an environment often dealing with clients in crisis situations brought about by diverse problems. The ability to function independently and frequently under pressure, while managing multiple concurrent tasks including emergency situations is an ongoing expectation of this position.

• Hours of Work

This position works a day shift. Some weekend or evening work may be required. Moderate overtime may be required. Working on statutory holidays may be required.

• Hazards

Job requires frequent interaction with the public some of whom may be upset, abusive, and/or violent. Job requires working frequently with people in unhealthy conditions and may include exposure to bodily fluids, lice and bedbugs. Employee is required to hear information about participant’s lives which may be troubling or upsetting, and may cause emotional issues including vicarious trauma.

• Other

Due to the nature of the job, and our commitment to a safe environment, the candidate is subject to a criminal record check.