administrative assistant

*Administrative Assistant *

*Reports To*: Staffing, Standards and Programs Manager

*Location:* Bridge to Home Hub

*Employment Type*: Full-time

*Position Summary*

The Administrative Assistant provides centralized administrative support for the Bridge to Home Hub and its programs. The position supports the administrative systems required for a large, 24/7 workforce and busy shelter operation, with responsibilities related to staff scheduling, timesheets, training records, purchasing documentation, data entry, records, meetings, and routine reporting.

A significant part of this role involves accurately entering, maintaining, and organizing information across HIFIS, spreadsheets, tracking tools, and other administrative records. The Administrative Assistant works closely with Management, Shift Supervisors, the Case Worker, frontline staff, and organizational departments to ensure information is accurate, current, organized, and accessible.

This is a non-supervisory position that provides administrative support to the existing Management and supervisory structure.

*Key Responsibilities *

*1. Staff Scheduling Administration *

• Develop and maintain frontline schedules based on established staffing levels, employee availability, approved time off, and direction from Management.
• Maintain accurate records of staff availability, employment status, scheduling restrictions, vacation, leave, and approved time off.
• Identify vacancies, scheduling conflicts, coverage gaps, and potential overtime pressures for Management review.
• Process routine approved schedule changes and maintain accurate scheduling information.
• Support administrative processes related to shift vacancies and availability requests.
• Work with Shift Supervisors regarding immediate changes arising from call-outs or shift-level coverage needs.
• Refer staffing decisions, exceptions, and matters requiring management judgment to Management.

*2. Timesheet & Payroll Administration *

• Review timesheet information for completeness and identify missing punches, exceptions, discrepancies, or documentation requiring follow-up.
• Maintain organized payroll and timesheet records.
• Process approved corrections and administrative updates.
• Support staff with routine questions regarding established timesheet and scheduling processes.
• Identify recurring issues requiring Supervisor or Management follow-up.

*3. Training, Certification & Onboarding Administration *

• Maintain centralized staff training and certification records.
• Track completion dates, expiry dates, renewals, attendance, and outstanding requirements.
• Coordinate training schedules, registrations, attendance, materials, and administrative communications.
• Maintain onboarding checklists and documentation and prepare required onboarding materials.
• Maintain records of completed professional development and mandatory learning.

*4. Purchasing & Financial Administration *

• Maintain purchasing documentation, invoices, receipts, purchase records, and supporting financial information.
• Support documentation and submission of operational purchases.
• Maintain routine budget and expenditure tracking tools as assigned.
• Organize quotes, approvals, invoices, and related records.
• Identify missing documentation or discrepancies and coordinate routine follow-up.
• Prepare routine financial information for Management review.

*5. Records, Data & Information Management *

• Complete routine and high-volume data entry accurately and efficiently.
• Enter and maintain information in HIFIS, spreadsheets, tracking tools, and other administrative systems.
• Maintain organized administrative files, records, forms, templates, and shared documents.
• Review information for missing, incomplete, outdated, or inconsistent entries and coordinate routine follow-up.
• Support routine data compilation, validation, and reporting across assigned programs.
• Prepare reports, spreadsheets, summaries, and tracking information f