- Company Name
- Kelowna Women's Shelter
- Job Title
- Program Administration Assistant
- Job Description
-
Job Title: Program Administration Assistant
Role Summary: Support program delivery by managing administrative systems, coordinating meetings and events, tracking deliverables, and facilitating onboarding and volunteer coordination. Provide efficient, confidential assistance to program staff, enabling focus on client safety and service quality.
Expactations: Provide reliable, organized, and proactive administrative support in a trauma‑informed environment. Maintain confidentiality, uphold high standards of professionalism, and adapt to changing priorities across multiple program sites.
Key Responsibilities:
• Coordinate program meetings, create and distribute agendas, and track follow‑up actions.
• Maintain digital workspaces (SharePoint, Microsoft 365, Adobe, Canva), templates, and tracking tools.
• Build work‑back schedules, monitor deliverables, and support multistakeholder projects.
• Plan and execute education, prevention, and training sessions – including materials, logistics, and record‑keeping.
• Process procurement requests, expense reports, and contract documentation.
• Facilitate onboarding for new staff and volunteer coordination within program areas.
• Provide general administrative support (calendar management, travel coordination, data entry, filing).
Required Skills:
• Proven administrative or coordination experience in program, service delivery, or community‐based settings.
• Proficiency with Microsoft 365, Adobe, Canva and ability to learn new digital platforms quickly.
• Excellent organizational, scheduling, and project coordination abilities.
• Strong written and verbal communication skills, including document preparation and reports.
• Ability to handle sensitive information with discretion and sound judgment.
• High attention to detail, proactive problem‑solving, and capacity to manage multiple priorities.
Required Education & Certifications:
• Minimum of a secondary diploma or equivalent; post‑secondary education preferred.
• Valid driver's license with reliable vehicle and clear driving record.
• Completion of a vulnerable sector criminal record check.