Are you a detail-oriented administrator who can help create safe, welcoming spaces where women, children, youth, and families can find stability, support, and hope?
The Administrator, Housing & Families Program provides administrative, operational, and program support to the Housing & Families Program, ensuring the effective and professional delivery of housing, family, and community services. Demonstrating the love of Christ, the Administrator operates from a trauma-informed, participant-centered lens and supports the mission of Union Gospel Mission by fostering safe, welcoming, and supportive environments for women, children, youth, and families. Working closely with the Manager, Housing & Families Program, housing staff, family support staff, childcare personnel, community partners, and external agencies, the Administrator coordinates housing administration, tenant communications, program documentation, data tracking, referrals, reporting, and general office operations. The Administrator serves as a key point of contact for participants, tenants, families, staff, and community stakeholders, ensuring efficient communication and exceptional service delivery. You are a role model for participants and tenants and strive to enhance client care, family engagement, and services consistent with Union Gospel Mission’s Vision, Mission, Core Values, and Statement of Faith.
This is a permanent, full-time (37.5 hours per week) position. The starting range for this position is $25.01 to $27.33 per hour.
Who We Are (external only)
Demonstrating the love of Christ, UGM feeds hope and changes lives through a faith-based continuum of care. We are a proud member of the Canadian Council of Christian Charities and have earned the Best Christian Workplace award again in 2021. We provide competitive salaries, generous vacation and sick leave, an RRSP matching program, as well as the potential for educational assistance and flexible work arrangements. In addition, our extensive benefits plan is fully employer-paid and includes extended dental and medical, as well as $4,500 per year in pooled paramedical expenses. A focus on employee resilience, support for professional development, engagement in meaningful work, and a fun and caring environment are all part of being a member of the UGM team. If you are someone who desires to learn and grow, has a passion to serve and make a difference, and connects with others with both humility and humour, then you will be a great fit at UGM.
Main Duties & Responsibilities
Program and Administrative Operations (50%)
- Support the administrative operations of the Housing & Families Program.
- Review, maintain, and support implementation of program policies, procedures, and operational standards.
- Maintain participant, tenant, and family records in accordance with organizational and privacy requirements.
- Track and maintain program statistics, occupancy reports, waitlists, participation records, and key performance indicators.
- Assist with preparation of reports, audits, funding requirements, and program evaluations.
- Coordinate program registrations, referrals, intake documentation, and participant communications.
- Maintain current program handbooks, forms, databases, and administrative records.
- Manage shared program email accounts and respond to inquiries from internal and external stakeholders.
- Maintain accurate occupancy records, floor plans, and housing documentation.
- Coordinate office and program supply purchases within approved budgets.
- Receive, track, and confirm deliveries and shipments.
- Schedule meetings, training sessions, workshops, family events, and program activities as required.
- Provide administrative support to the Manager, Housing & Families Program.
Housing Administration and Tenant Relations (30%)
- Coordinate and schedule tenancy interviews, ensuring required documentation is prepared and shared with the interview team.
- Participate in tenancy interviews by explaining rent, tenancy agreements, program policies, and administrative requirements, while supporting the tenant intake and approval process.
- Coordinate tenant move-in and move-out processes to ensure smooth transitions and positive tenant experiences.
- Maintain housing waitlists, process applications, and ensure accurate tenant documentation.
- Manage rent collection records, receipts, tenancy renewals, and tenancy documentation in support of program operations.
- Complete administrative duties, including tenant billing reviews, compliance tracking, and maintenance of tenancy records and documentation.
- Monitor rental rates and tenant income levels and provide recommendations when appropriate.
- Arrange apartment inspections, maintenance requests, and follow-up actions.
- Support housing referrals, transition planning, and family reunification processes where applicable.
- Respond to and coordinate tenant requests related to housing operations and apartment functionality.
Family Program Support (10%)
- Provide centralized administrative support for the Families Program.
- Maintain responsibility for payroll submissions for Families Program staff, ensuring compliance with deadlines and internal procedures.
- Process and submit NetSuite requests related to the Families Program, including documentation and follow-up as required.
- Manage and process reimbursements for Families Program-related expenses in alignment with organizational policies.
Maintenance, Safety, and Security (10%)
- Liaise with Maintenance, Custodial, and Security teams regarding service requests and facility concerns.
- Notify emergency service agencies when urgent assistance is required.
- Notify appropriate UGM personnel when immediate action is required.
- Maintain and regularly update fire warden lists and related emergency preparedness documentation to ensure accuracy and compliance.
- Coordinate with program staff to ensure safety protocols are understood, up to date, and effectively implemented across the Families Program.
General
- Adhere to all UGM policies, procedures, practices, and Occupational Health and Safety requirements.
- Maintain confidentiality and professional boundaries at all times.
- Participate in team meetings, training, and professional development opportunities.
- Perform other duties as assigned.
KSA’s
- Mature individual committed to Union Gospel Mission’s Mission Statement, Core Values, and Statement of Faith.
- A vibrant and growing relationship with Jesus Christ as Saviour and Lord.
- Related post-secondary education in Human Services, Social Work, Psychology, Child and Youth Care, Business Administration, or a related field.
- Minimum two years of administrative experience in housing, social services, community programs, family services, childcare, or a related field.
- Experience supporting vulnerable populations, including women, children, youth, and families.
- Knowledge of addiction, recovery, trauma-informed care, and strengths-based practices.
- Strong administrative, organizational, and program coordination skills.
- Experience with data management, reporting, and record keeping.
- Advanced computer skills including Microsoft Word, Excel, Outlook, and database systems. Experience with Salesforce is an asset.
- Excellent verbal and written communication skills.
- Strong time management and prioritization skills.
- Experience working within culturally diverse communities and with Indigenous peoples is an asset.
- Ability to work independently while contributing positively to a team environment.
Valid Class 5 Driver’s License and acceptable Driver’s Abstract
Working Conditions
Work is generally performed indoors, with up to 10% of the time spent outdoors in all types of weather.
Duties require extended periods of standing and/ or walking. Duties require occasional periods of climbing, pulling/pushing items, lifting/carrying items, keyboarding, reaching with hands and arms, stooping, kneeling, crouching, or crawling.
Working environment is generally favorable. Lighting and temperature are adequate. Work is performed amid normal conditions of dust, odors, fumes, and noise. Occasional environmental exposures to cold, heat, and water. This position is required to work in an environment often dealing with clients in crisis situations brought about by diverse problems. The ability to function independently and frequently under pressure, while managing multiple concurrent tasks including emergency situations is an ongoing expectation of this position.
This position is generally scheduled for Monday to Friday, with flexibility for some evenings and/or weekend work when required. Moderate overtime and work on statutory holidays may be required.
Job requires frequent interaction with the public, some of whom may be upset, abusive, and/or violent. Employee is required to hear information about clients’ lives which may be troubling or upsetting and may cause emotional issues including vicarious trauma. Job may include exposure to bodily fluids, lice and bedbugs.
Due to the nature of the job, and our commitment to a safe environment, the candidate is subject to a criminal record check, vulnerable sector, and must submit a current Driver’s Abstract.
