Administrative Assistant - 20260820.01

Hope's Home; Saskatoon; Hybrid; CAD 42,000 - 54,000; Full time

Job summary

Hope's Home in Saskatoon is seeking an Administrative Assistant for the Early Learning & Childcare Centre to support daily operations, engage with families, staff and children, and maintain accurate records in HiMama, Sage and SharePoint. Reports to the Early Learning & Childcare Manager (ELCM).

Responsibilities include greeting families, drafting agendas and minutes, managing waitlists, processing payments, assisting with grants and licensing, and coordinating communications with the Ministry

Qualifications

• Two years' experience in an administrative assistant position.
• Must have a valid driver's license.
• Completion of a Business Certificate.
• Recognized office education or secretarial certificate/diploma and/or comparable combination of training and experience.

Responsibilities

• Greet families and children on entry to the facility.
• Draft agendas and take meeting minutes.
• Manage waitlist and fill vacancies as they arise.
• Monitor fee payments and follow up with parents.
• Assist with grant processes and licensing coordination.
• Maintain records in HiMama, SharePoint, Sage, and internal systems.
• Coordinate communications with staff, parents, and external partners.

Skills

Communication skills

Organization

MS Office

Independent work

Team player

Education

Business certificate

Secretarial certificate

Tools

MS Office

SharePoint

Teams

Outlook

Excel

Job description

The Administrative Assistant for the Early Learning & Childcare Centre is an important role at Hope's Home. They are responsible for the overall organization of the centre which helps to provide an inclusive and high-quality early learning program. Reporting directly to the Early Learning & Childcare Manager (ELCM), the Administrative Assistant has a wide range of tasks that are important to ensuring the effective and efficient operations of the centre. In addition to the many administrative responsibilities, the Admin Assistant also engages with parents, staff and the children on a daily basis.

Responsibilities.

General Duties.

• Greet families and children when they enter the facility.
• Send email communications to staff and parents and update contact lists.
• Draft agendas and taking meeting minutes for various meetings.
• Manage the Early Learning & Childcare Centre waitlist and help fill vacant spaces as they become available.
• Call and schedule meet and greet appointments for the manager.
• Monitor daycare fee payments and follow up with parents about unpaid fees.
• Update tuition plans on HiMama.
• Collect donations (monetary and in-kind), and record contact information for tax receipt purposes.
• Assist in the Education Assistance (EA) Grant process by completing grant applications, booking meetings and monitoring to ensure monthly grant funds are received and are accurate.
• Complete government subsidy reports, assist families in accessing appropriate subsidy information, and communicating with the subsidy office as needed.
• Book appointments for licensing inspections and add to manager's calendar.
• Save inspection reports to SharePoint.
• Complete various business requirements for the centre including childcare/municipal licensing and records management:
  • Emergency contact lists are updated and provided to the classrooms.
  • Update child attendance reports and have parents' sign.
  • Schedule meetings and takes meeting minutes.
  • Maintain all children's files, ensuring they are up to date and in an organized system.
  • Maintain personnel files and complete all internal documentation on employees as required.
• Communicate with the Ministry of Education, Early Years branch regarding licensing and grants.
• Coordinate with schools/partners regarding operational components of the childcare centre that overlap with school responsibilities.
• Support children in classrooms, be available for break coverage to ensure proper ratios, escort children to and from transportation and/or school.
• Communicate with staff, parents, and the Provincial team through various forms of communication.
• Handle all incoming communications including phone calls, responding to information requests, making appointments, and fielding inquiries.
• Open and prioritize mail; prepare mail outs.
• Collect payments and deposits upon enrollment.
• Maintain accurate records within databases such as HiMama, SharePoint, Sage, and internal filing systems.
• Prepare and submit requisitions/purchase orders.
• Organize receipts and reconcile debit and credit transactions.
• Complete month end financial requirements.
• Anticipate administrative requirements, ensuring efficient and effective workflow through the office.
• Communicate and collaborate with internal/external contacts, including the Ministry of Education, government contacts, corporations, and donors.
• Support staff with education applications, reimbursements, and Ministry of Education exemptions.
• Balance, prepare, and deliver bank deposits to financial institutions, and record cash and donations.
• Manage cash floats and petty cash fund.
• Maintain accurate records of monthly expenditures based off budget allocations and communicate with ELCM.
• Purchase and stock various supplies and maintain office equipment as required.

Assist the Early Learning & Childcare Manager

• Create and send internal job postings via email.
• Manage communication for job applicants such as monitoring the recruitment folder, scheduling interviews, replying to follow up emails, preparing letters of offer and new hire packages for manager, and coordinating orientations.
• Collect Requisition Forms from staff members and ensure all necessary information is included before passing it on for manager approval.
• Schedule staff annual reviews and coordinate times with the manager's calendar.
• Keep an ongoing task list for the manager based on requests, and deadlines.
• Organize communication for the manager by forwarding emails, filtering calls, and drafting emails to staff and parents.
• Update Staff Information Summary (SIS) as per consultant standards.
• Any other tasks as directed by the manager.

Occupational Health and Safety.

• Create a psychologically safe work environment (resolve conflicts in respectful ways and ensure a fair resolution, provide an environment where employees feel safe and supported to share ideas, listen, learn from, and seek to understand the ideas of others).
• Complete all required OHS training.
• Monitor, report and resolve any safety hazards in the work environment.

Qualifications.

• Completion of a Business Certificate.
• Recognized office education or secretarial certificate/diploma and/or comparable combination of training and experience.
• Two years' experience in an administrative assistant position
• Must have a valid driver's license.

Skills and Abilities.

• Strong written and verbal communication skills.
• Strong organization and time management skills.
• Strong collaborator and team player; able to establish and maintain effective and professional working relationships both internally and externally.
• Able to work independently.
• Advanced computer skills in the use of Microsoft office and other systems (i.e., MS Word, Outlook, Excel, PowerPoint, Teams and SharePoint).
• Knowledge of and experience with common office procedures.

Working Conditions.

• Monday to Friday - typical office hours - start and end times are based on operational need.
• Exposure to unpredictable behaviors.
• Fast paced, noisy work environment.
• Exposure to:
  • Use of cleaning chemicals and products
  • Blood and body fluids
• Can have long periods of time sitting.
• Physical ability to perform and safely work with objects or persons of varying sizes:
  • Exertion of ~100 lbs of force occasionally.
  • Exertion of ~50 lbs of force regularly.
  • Exertion of ~25 lbs of force continuously.
• Use a variety of adaptive equipment.
• Travel on occasion.

Job Type: Permanent Full Time

Number of Available Positions: 1

Location: Saskatoon Early Learning & Childcare Center

We are all Treaty people: As we live and work on Treaty 4 and Treaty 6 Territories we pay respect to the Indigenous ancestors of this place and embrace the opportunity to affirm our collective commitment to reconciliation.