Administrative Assistant

JOB DESCRIPTION 

Position: Administrative Assistant

Vacancy: 1 Part-Time Position

Hours: 20 hrs. weekly

Length: Permanent 

Wage: $23-25 hourly

Reports To: Executive Director/Centre Manager

START DATE– July 2026

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GENERAL DESCRIPTION

Welcome Centre Shelter for Women+ and Families Mission

Welcome Centre Shelter exists to actively transition women+ and families out of homelessness through emergency shelter and peer-supported services.

Position Summary

The Administrative Assistant provides operational support across all programs at the Welcome Centre Shelter. Ensuring the smooth operation of the shelter through meticulous organization and empathetic professional conduct, this part-time role carries the responsibility of managing the scheduling of all staff to ensure consistent coverage for shelter operations. Duties include the creation and maintenance of a monthly staff schedule, the precise processing of bi-weekly payroll, the maintenance of employee attendance records and employee sick and vacation time approvals and allotments. The assistant also supports the shelter’s document management system, safeguarding confidential employee files and ensuring digital and physical records are compliant with shelter policy and legislative requirements.

Beyond technical requirements, this position plays a critical role in fostering a stable and professional workplace culture within a high-pressure shelter environment. The Administrative Assistant acts as a key liaison between management and frontline staff, translating organizational needs into clear policies and actionable training schedules. Whether conducting interviews, drafting operational policies, or taking minutes, the assistants’ work directly impacts the shelter’s ability to provide consistent, high-quality care to the community.

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Essential Responsibilities

· Manage and maintain staffing schedule, tracking individual availability to ensure24/7 operational coverage.

· Develop and manage the monthly shelter support schedule for all full time and casual employees, proactively adjusting for staff shifts to ensure 24/7 facility coverage while balancing operational needs with employee availability.

· Support the coverage of sick calls and emergency staffing needs, securing on-call coverage to maintain safe staffing ratios.

· Audit and maintain bi-weekly timesheets for all personnel, ensuring hours worked are logged accurately and approved.

· Facilitate bi-weekly payroll cycles, including the processing of special pay requirements or adjustments to ensure timely and precise compensation adhering to all Ontario ESA requirements.

· Support new staff hiring by conducting initial phone screenings, coordinating in person interviews, participating in in-person interviews, and vetting potential candidates.

· Design and implement onboarding schedules for new hires, including Employee Self Service set up and comprehensive training.

· Draft and maintain personnel files, including employment contracts, role amendments, termination notices and other records.

· Collaborate with leadership to draft, update, and implement shelter-wide standard operating procedures and safety policies.

· Attend staff, management, debrief and program lead meetings to record detailed minutes, track action items, and distribute summaries.

· Actively participate in workplace Health and Safety committee meetings to ensure the facility remains compliant.

· Manage inventory levels across the shelter, overseeing the procurement of essential supplies and liaising with external vendors to maintain service contracts.

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Required Qualifications

· Experience working with Women+ and in Women`s organizations.

· One year of experience in a high-volume administrative or office management role, preferably within a social services or non-profit environment.

· Demonstrated experience processing bi-weekly payroll and managing digital timekeeping systems with a high degree of accuracy.

· Proven ability to manage complex staff rosters, including handing on-call rotations and emergency coverage in a 24/7 facility.

· Experience drafting formal employment documents such as employment contracts, amendments, and termination notices, with a strong grasp of confidentiality.

· Advanced proficiency in Microsoft Office Suite (Specifically Excel for data tracking, Word, and SharePoint) and experience with Employee Self Service portals.

· Exceptional organizational skills for maintaining physical and digital personnel files, meeting minutes, and supply inventory logs.

· Excellent written and verbal communication skills.

· Ability to multitask under pressure.

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The Welcome Centre Shelter for Women and Families is an equal opportunity employer. We do not discriminate on the basis of sex, sexual orientation, gender identity, or gender expression, and we encourage all qualified candidates to apply.

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Physical/Mental Demands

Strength Guidelines

This position may occasionally require lifting and carrying items. The maximum weight an employee may be asked to lift is approximately 30 lbs. (e.g., a box of paper or supplies, bins of client belongings, donations). While this role does not involve heavy lifting on a regular basis, the ability to move light to moderate loads safely is required. Strength requirements are stated in a gender-neutral manner to ensure inclusivity and fairness.

Motion Parameters

The role involves a range of physical movements depending on the task. Employees may be required to sit for extended periods, stand or walk throughout a shift, climb stairs, bend, reach, squat, kneel, or perform repetitive motions.

Vision and Hearing Requirements

Adequate vision and hearing (with or without accommodation) are required to perform the essential functions of this role. This may include reading documents or screens, observing surroundings, communicating in person or over the phone, and maintaining awareness in potentially noisy environments.

Work Environment

Work is primarily conducted indoors in a shelter setting, though employees will be exposed to outdoor weather conditions when assisting clients or performing tasks (outdoor rounds, removal of garbage/recycling). The environment involves exposure to varying noise levels, strong odors, stressful situations, heat, cold, rain, and snow. Employees should be comfortable working in a fast-paced setting with consistent unpredictability.

Emotional Demands

This role demands an elevated level of emotional resilience and readiness. Employees must be able to engage directly with individuals experiencing crisis, trauma, or significant distress, and manage exposure to sensitive or potentially triggering information with professionalism, empathy, and care. The role demands strong boundary-setting, emotional regulation, de-escalation skills, and a consistent capacity for compassion, patience, and non-judgmental support.

Equity and Inclusion:

The Welcome Centre Shelter for Women and Families is committed to building a diverse, inclusive, and equitable workplace. We encourage applications from individuals who reflect the diversity of our community, including women, 2SLGBTQIA+ people, Indigenous peoples, Black and racialized individuals, people with disabilities, and those with lived experience of homelessness, poverty, mental health, or substance use. Accommodation is available throughout the recruitment process upon request.

ESA Compliance Notes:

This position adheres to all ESA standards, including:

· Hours of Work & Overtime: Maximum daily and weekly hours, with overtime pay at 1.5x after 44 hours/week

· Breaks & Rest Periods: Minimum 30-minute unpaid meal break per 5 consecutive hours worked; at least 11 consecutive hours off daily; 24 consecutive hours off weekly or 48 hours bi-weekly

· Public Holidays: Paid per ESA guidelines

· Vacation & Vacation Pay: 10 days upon hire and up to one year, 15 days at year 2-3; 20 days at year 4-7, 25 days at year 8-11, and 30 days at year 12+. 4% or 6% vacation pay

· Equal Pay for Equal Work: Compliance across full-time, part-time, and casual roles performing substantially the same work

· Right to Disconnect: Staff are not required to engage in work-related communications outside scheduled hours, except in emergencies or as otherwise agreed under policy

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Record Keeping: Copies of job postings, application forms, resumes, and interview-related communications will be retained for three (3) years.

Updated: January 2026 Review: January 2027

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HOW TO APPLY

Applicants should email a resume and cover letter outlining how they meet the specific requirements of the position to d.toth@welcomecentreshelter.com att: Dawn Toth, Centre Manager- by July 3, 2026. While we sincerely appreciate all applications, only those candidates selected for interview will be contacted. All candidates who are interviewed will be notified of the outcome of their application whether they have been successful or not within 45 days of their final interview.

AI Disclosure 

The Welcome Centre Shelter for Women and Families does not use artificial intelligence (AI) tools to screen or assess applicants at any stage of the recruitment process. All applications are reviewed by our Human Resource/Hiring Team.