Early Years, Poverty Strategy and Foundation Assistant

Durham District School Board - Whitby, ON (30+ days ago)

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Job Purpose

The Assistant will provide direct support for the Ignite Durham Learning Foundation, Early Years, Poverty Strategy and Partnership Development department(s).

Accountabilities

ADMINISTRATION

Provide administrative support such as letters, certificates, reports and presentation materials.
Accountable for the accurate maintenance and orderly filing systems (both paper and electronic files) for all areas of work that report in through the department.
Creates purchase orders for consumable resources and required materials.
Assist, monitor and track all partnership development agreements for the entire district.
Official secretary (By-Law's - officer role) to the Board of Directors of the Ignite Durham Learning Foundation.
Responsible for organizing all aspects of departmental meetings including but not limited to, room bookings, meal orders, calendar invitations, package preparation and minute taking.
Supporting the Senior Manager with accurate record keeping for all Early Childhood Educator employee's including staffing lists, performance management profiles, leave requests and tracking of such requests and casual assignments.
Provide ETFO union release and take minutes for all union business with the department.
Tracking and execution of the College of ECE membership renewal program.
Tracking and placing ECE college/university placement students.
Responsible for all communication to Early Childhood Educators such as newsletters, memos and on-going questions or concerns.

DIGITAL

Monitoring and managing all department email addresses, phone extensions, online visibility and staff portal.
Update the Foundation website and staff portal as necessary.
Manage PD place for all department professional learning activities, includes Set up, monitoring and managing materials and online presence.
On-going early years survey data and report functions to partners and department managers.
Manage and maintain the Foundation fundraising software - input donors, funds and stewardship plans.
Ensure all devices used by Early Childhood Educators are returned and distributed through proper process.

FINANCIAL

Responsible for donations and donor tracking as well as financial tracking of incoming donations and outgoing funds.
Manage the budget for the Poverty Strategy and Ignite Durham Learning Foundation.
Reconciling petty cash and management of purchase cards on a monthly basis.

EXTERNAL RELATIONS

Responding to requests for assistance from families, partners and the community.
Monitor and respond to all inquiries from grantee's and donors.
Monitor and respond to inquiries through the Make A Difference and Ignite Foundation email addresses and telephone extensions.
Greet all guests to the department and ensure that they are directed to the appropriate staff member.

EVENTS

Responsible for promotional materials, flyers and communication for various events in

which the department supports and delivers

Support the organization of information for events including registration, budget

tracking, deliveries and participation.

Ensure all equipment and materials arrive and depart events as needed.
Works in liaison with event planners and community agencies to ensure organization of

event which includes meetings, committees and timelines.

Support various aspects of events including contingency plans and problem solving on day of.

Knowledge and Skills

Proficiency in using various computer software including Microsoft, graphics applications, webpage design and maintenance and fundraising software.
Attention to detail, excellent written and oral communication and experience in effective customer service.
Ability to function in a fast-paced environment and balance the various needs of each section of the department.
Plan and organize work in a timely and efficient manner and hold all information in strict confidence.
High level of integrity - position handles confidential information that must be accurately managed and contained.

Education and Experience

Education

Post-secondary education in Office Administration

Experience

2 years Administrative experience required

1 year Event Planning experience preferred

The DDSB is committed to equity and inclusion in the recruitment and hiring of qualified staff who reflect the diversity of our region. We encourage submissions from candidates who represent the various dimensions of diversity. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.