Program Assistant (Children and Youth Planning Table)

The Role

Provides administrative assistance to the Children and Youth Planning Table (CYPT). Coordinates administration, resources, budget, and volunteer management for the program. Tracks, monitors, and maintains administrative processes. Acts as the central point of contact for responding to public inquiries and providing community referrals.
 

Duties/Responsibilities

• Provides administrative support to program staff and members of the CYPT, including correspondence, agendas, minutes, presentations, reports, and follow up. Maintains staff meeting schedules and organizes meetings as requested. Arranges for attendance at conferences and meetings.
• Responds to requests for materials and provides information regarding the work and resources of the CYPT; directs inquiries to CYPT staff as required.
• Assists to coordinate the day-to-day operation of the CYPT, including maintaining lists of reference material, monitoring and updating resource supplies, maintaining resources in good condition, and renewing and maintaining subscriptions and memberships.
• Assigns, monitors, and checks the work of students and volunteers (as applicable).
• Supports the Supervisor of Marketing and Communications in the maintenance of the CYPT’s intranet/website and related communications functions (e.g., updates links, uploads documents, converts documents for AODA compliance, creates forms/surveys). 
• Responds to general inquiries regarding the CYPT, and drafts replies on program matters. 
• Processes financial transactions, including preparing cheque requisitions, assigning account numbers, obtaining signoff, and forwarding to Finance.  
• Orders and maintains office supplies, equipment, and furniture. Checks to ensure items are received in good condition.
• Assists to monitor the program budget. Runs reports, investigates discrepancies, and informs Finance when adjustments are needed. 
• Submits facilities work orders.  
• Inputs attendance information for CYPT members into the attendance management system and maintains attendance records for CYPT working committees/groups.
• Coordinates computers, phones, ID badges, and parking for new program staff. Orients new staff to the CYPT and regional and program policies and procedures and provides assistance and guidance as required.
• Organizes and plans events, including invitations, facility rentals, refreshments, agendas, and volunteer support.  
• Processes mail.
• Acts as a resource to management and staff regarding administrative processes and procedures, including support with system applications.
• Organizes and prioritizes work based on priorities established by management. Works independently, according to guidelines and procedures to ensure work is completed accurately, by deadlines. 
• Makes minor adjustments to processes to maximize efficiencies, and recommends changes/new administrative processes/procedures.
• Performs related duties as assigned.
   

Knowledge, Skills, and Abilities

• Knowledge and skill in office and administrative procedures and protocol, word processing, math, and communication acquired through a Grade 12 education plus 2 years related experience or an equivalent combination of education and experience.
• Knowledge and skill in budget administration and basic accounting principles with an aptitude for working with numbers and financial data. 
• Knowledge of and ability to comply with policies, procedures, and job-related legislation (e.g., accessibility, privacy).
• Knowledge of the Region, its services, policies and procedures.
• Knowledge of the CYPT and its community partners, including the CYPT governance and partnership model. 
• Understanding of municipal, provincial, and federal government structures, processes, and protocol.
• Analytical and organizational skills to independently complete assignments and prioritize competing demands; identify and resolve problems; and develop and justify administrative recommendations to CYPT staff and groups.  
• Communication and customer service skills to communicate with all levels of staff, elected officials, community agencies, and the public; respond to inquiries from community agencies, government representatives, and the public; and participate as an effective team member.
• Ability to read and understand documents such as governance policy, StatsCan and other reports, resolutions, minutes, correspondence, and newsletters. 
• Ability to proofread and edit reports, and write correspondence and general documents on behalf of CYPT staff and the CYPT co-chairs.
• Computer skills with ability to use software such as Microsoft Office, the internet, and a computerized financial system. 
• Ability to travel within Waterloo Region.
• Ability to support and demonstrate the CYPT and Region’s values.