Program Assistant (SDG Innovation Lab) Part Time

City of Kitchener
Kitchener, ON

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Job details

Temporary | Part-time
11 hours ago

Skills

Computer operation
Microsoft Excel
Microsoft Outlook
Customer service
Post-secondary education
Microsoft Office
Administrative experience
High school diploma or GED
PeopleSoft
Organizational skills
Contracts
HRIS
Communication skills

Full job description

Job Description

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Program Assistant (SDG Innovation Lab) Part Time

Employment Type: Temporary Part Time

Hours of Work: Up to 24 hours per week

Job location: City Hall

Pay: $29.24 To $36.28 Hourly

Grade/Band: 04

Job Posting Start Date: 7/2/26

Job Posting End Date: 7/9/26

Job Description:

Overview

This position is Temporary Part-Time for approximately 18 months.

Provides front-line customer service at the SDG idea factory and other City-operated entrepreneurial facilities including administration, financial transactions, meetings, training, event workspace bookings, contract support, tenant support and marketing.

Responsibilities

Customer Service and Administration:

Provides front-line customer service (in person, over the phone, and by e-mail) for general inquiries or forwards to appropriate Small Business Centre, City staff, and Community Organizations. Handles customer complaints and refers to supervisor and/or manager as required.
Builds and maintains relationships with tenants and users of the facilities
Ensures tenants have appropriate licenses, insurance, etc. on file, and contacts tenants to reconcile outstanding paperwork, details, or payments.
Ensures database, business and contact information is current and accessible.
Updates and maintains floor maps, meeting room, and desk rental information and prepares rental space to suit customer needs.
Prepares and sets up AV equipment for meetings, training, and events. Tests presentations, files, audio, and visual equipment.
Checks areas daily to ensure adherence to safety and contracts and ensures public areas are tidy and organized.
Assists the manager with tenant and mentor recruitment (e.g., solicits and pre-screens applicants, provides information about rental process and availability, arranges tours and meetings, assembles paperwork, obtains approval of the manager, explains parking options, arranges equipment deliveries, etc.).
Submits service requests and work orders for facility issues.
Enters volunteer and mentor information in the corporate database.
Schedules and follows up with volunteers, mentors, and trainers as required
Provides quotes and room availability information for workspace and meeting room rentals using the event calendar, booking process, and payment.
Registers customers for programs, workshops, and events.
Opens, sorts, and delivers incoming mail and packages
Monitors and updates display racks and poster areas.
Orders office and program supplies within budget.
Provides administrative support to the manager, including licensee compliance memos, default notices, late payment reminders, NSF notices and minute taking.

Financial Responsibilities:

Enters and validates payroll data weekly in PeopleSoft for final processing by Payroll Administrator.
Processes invoices and payments, including visa reports.
Prepares cheque requisitions.
Maintains rental/lease rate sheet, collects fees from tenants, and balances accounts.
Prepares bank deposits, enters information into the deposit system, and arranges pickup.
Ensures daily receipts are balanced and follows up with accounting staff as required.
Meets with the manager to review budget items and requests adjustments to accounts as required.
Ensures adherence to year-end financial deadlines.

Program & Marketing Support:

Promotes the City’s entrepreneurial facilities to potential tenants and users.
Creates content for and updates websites.
Develops and posts social media content.
Organizes seminars, talks, social events, etc., with support from the manager.
Arranges the setup of tables for events and rentals.
Provides oversight to programs and rentable spaces within the facilities, such as a pod cast studio.

Other Duties:

Acts as a backup and provides support to the other Small Business Centre staff (e.g., coordination of an event), including weekends and evenings as required.
Assists with special events/projects as required.
Performs other related duties as required.

Education

Minimum Grade 12 Diploma plus up to 1 year of additional job-related post-secondary education.

Experience

Minimum 1 year of related and relevant experience including administrative, customer service and event or program coordination.

Additional Requirements

Hours of Work: Monday to Friday: daytime hours starting at 9am. Some flexibility on the start and end times of each day may be available.
Available to work various hours including days, evenings, and weekends as required to align with client needs.

Knowledge, Skills, and Abilities

Skills in the use of a personal computer with the ability to use software programs such as Microsoft Office (Excel & Outlook), human resources information system (payroll), recreation system software, and a financial system.
Verbal and written communication skills to respond to inquiries from and provide/exchange information with staff, tenants, or the public.
Problem-solving skills to handle inquiries, concerns, and complaints.
Organizational skills to meet deadlines and prioritize work, with the ability to manage multiple tasks and deadlines.
Attention to detail and the ability to input data accurately and efficiently.
Ability to prepare tenant contracts, permits, leases, etc. within reasonable deadlines.
Mathematical skills and experience to process financial transactions, prepare deposits, balance daily receipts, maintain petty cash, and ensure good bookkeeping practices.
Working knowledge of general office procedures and corporate policies.
Working knowledge of customer service standards and techniques to serve customers and respond to their requests and needs in a timely and accurate manner.
Ability to relate to others in a courteous and friendly manner.
Ability to support and project values compatible with the organization and participate as an effective team member.
Demonstrates understanding of stakeholders in the entrepreneurial ecosystem.
Knowledgeable of the UN Sustainable Development Goals.
Reliable with a good attitude and employment record.

Department: DSD-Development Services Department

Division: DSD-Economic Development Division

Union Code: Non Union, Management

Req Id: 954

Job Code: 1442

Number of Openings: 1

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