Program Assistant

Job content

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

● Communications: fields general inquiries and directs correspondence accordingly, maintains email lists, provides support for monthly newsletter

● 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,
Ann Baty: hr@shelbournecommunitykitchen.ca

The deadline to apply is 5:00PM PST, September 1, 2023.

Only short-listed candidates will be contacted.

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 Pantry Program;
● Work together to grow food and build skills in our gardens;
● And connect with other community resources while becoming resources for one another.

The Kitchen is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of
Any Kind:The Kitchen is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at The Kitchen are based on job requirements and individual qualifications, without attention to race, age, religion, sexual orientation, gender identity, disability status or national origin.

Job Type: Full-time

Salary: $21.00 per hour

Expected hours: 40 per week

Benefits:

• Company pension
• Dental care
• Extended health care
• Life insurance
• On-site parking
• Vision care

Schedule:

• 8 hour shift
• Day shift
• Evening shift
• Monday to Friday
• Weekends as needed

Ability to commute/relocate:

• Victoria, BC: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Do you have a Post-secondary certificate/degree in administration, non-profit administration, or related field?

Education:

• Bachelor’s Degree (preferred)

Experience:

• non-profit: 1 year (required)

Language:

• English (required)

Shift availability:

• Day Shift (required)

Work Location: In person