Summer Student Office Assistant

This is an 8-week summer student position. 

The Office Assistant is primarily responsible for supporting the day-to-day operations of Habitat for Humanity Sault Ste. Marie and Area Affiliate staff. The core competencies for this position include Administration, Records Management, Communications, and Knowledge of Habitat for Humanity Brand and ReStore Products. This work will be done in accordance with the Habitat for Humanity Canada and Habitat for Humanity Sault Ste. Marie by working collaboratively with volunteers and other staff to ensure the highest standards are achieved. The Office Assistant is also responsible for upholding the Vision, Mission and Values of Habitat for Humanity Sault Ste. Marie & Area and for complying with all policies, procedures and directives.

This is an 8-week Canada Summer Jobs position. Hours will generally be 35 hours per week scheduled between 9 am – 5 pm, Monday through Saturday with occasional evening work where operations require.

Key Responsibilities

Administration

• Researching, responding to, or directing queries from staff, committees, and board members
• Researching and summarizing information for use in administrative reports
• Assisting with administrative meetings including scheduling, drafting agendas, and recording minutes
• Assisting with updates to administrative documents, including committee manuals
• Compiling various HFHSSMA packages including sponsorship packages, build day swag bags, Habitat Homeowner welcome baskets, etc.
• Providing administrative support to affiliate staff and committees as needed

Event Support

• Promoting events in collaboration with staff and volunteers
• Assisting with contact lists for outreach, circulating invitations, and tracking attendance
• Assisting with event planning, execution, and wrap-up
• Seeking out and attending community events that align with the mission of Habitat for Humanity

Records Management

• Assisting with file maintenance and organization on Office 365
• Assisting with scanning and uploading files to Office 365
• Assisting with data entry for volunteer and donor databases
• Assisting with the transition to a paperless organization

Communications

• Answering telephone and providing assistance to callers
• Greeting visitors to the Affiliate office in a friendly manner
• Interacting and coordinating with staff and committees
• Being a friendly point of contact at the HFHSSMA Affiliate office

Knowledge of Habitat for Humanity and ReStore Products

• Promoting Habitat for Humanity Vision, Mission and Values
• Promoting the use of the Donation Centre for high quality donations

Other

• Other duties as assigned

Skills & Qualifications

• Be between 16 and 30 years of age at the beginning of the employment period
• Be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment
• Have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations
• Minimum Grade 12 graduate
• Proficient in Microsoft Office 365 required
• Criminal Records Check is required as a condition of employment
• Excellent verbal and interpersonal skills
• Ability to work through difficult situations with tact and diplomacy
• Additional skills including:
  • Organized, accurate, and efficient
  • Dependable, with good time management
  • Ability to prioritize, multi-task, and meet deadlines
  • Ability to work independently and in a team environment
  • Ability to problem solve and exercise good judgement

How to Apply

Please note that we will be reviewing and evaluating applications on an ongoing basis and we therefore encourage early submissions.

This position is dependent on funding being approved. 

Qualified and interested applicants are invited to forward their cover letter and resume as one document to careers@habitatsault.ca  with the subject line: Office Assistant Application.

Applications must be received before 4PM EST on 6 May 2024

Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants need to make any accommodation requests for the interview or selection process known in advance. Habitat for Humanity Sault Ste. Marie and Area will arrange reasonable and appropriate accommodation for the selection process which will enable you to be assessed in a fair and equitable manner.

We thank all applicants for applying however, only those selected for an interview will be contacted (no phone calls please). We are a committed to Equal Opportunity Employment.