Administrative Assistant - Part Time

About Us

The Ottawa Rotary Home has been supporting children, youth, and adults with physical disabilities and complex medical needs for over 40 years. Through our respite, supported living, community nursing, and day programs, we are committed to providing person-centred supports that help individuals live full and meaningful lives.

We are looking for an organized, dependable, and welcoming Administrative Assistant who enjoys providing administrative support and working with people. This is an excellent opportunity for someone who enjoys variety in their work, has robust attention to detail, and takes pride in being helpful, responsive, and professional. As one of the first points of contact for the Ottawa Rotary Home, this person also plays an important role in creating a positive and welcoming experience for families, visitors, and callers.

Position Summary

Under the direction of the Office Manager, the Administrative Assistant provides reception and administrative support to the organization and its programs. As a key point of contact for families, visitors, employees, community partners, and service providers, the Administrative Assistant helps ensure a welcoming, professional, and responsive experience.

The Administrative Assistant provides day-to-day administrative support to the operations team and programs. Responsibilities include reception, Children's Respite booking administration, schedule and timesheet support, purchasing and supplies, basic finance administration, records and documentation, and general office support.

This role requires strong organizational and communication skills, attention to detail, the ability to manage multiple priorities, and a professional and service-oriented approach. The Administrative Assistant must be comfortable taking initiative, identifying solutions, and handling confidential information appropriately.

KEY RESPONSIBILITIES

Reception & Family/Visitor Support

- Serve as a primary point of contact for individuals, families, visitors, employees, community partners, vendors, and other stakeholders.
- Answer and direct incoming telephone calls and respond promptly to the main entrance.
- Welcome visitors and provide assistance in a friendly, professional, and respectful manner.
- Respond to general inquiries and direct questions to the appropriate program or team member.
- Maintain a good working knowledge of Ottawa Rotary Home's programs and services to ensure accurate and helpful communication.
- Ensure interactions and communications reflect the values, philosophy, and person-centred approach of the Ottawa Rotary Home.

Administrative & Program Support

- Provide day-to-day administrative support to the Senior Leadership Team, Office Manager, supervisors/team leads, and programs.
- Provide administrative support for respite bookings, including communication with families and coordination of required information.
- Assist with the preparation, organization, and maintenance of correspondence, forms, records, spreadsheets, and other administrative documents.
- Support managers and supervisors with administrative tasks as required.
- Assist with meeting preparation, documentation, and other organizational activities.
- Maintain organized electronic and paper filing systems and ensure records are complete and appropriately stored.




- Assist with data entry and maintaining accurate information within organizational systems.
- Provide administrative support for organizational events, meetings, and activities.
- Complete general administrative projects and assignments as required.

Scheduling & Timesheets

- Support managers and frontline teams with replacement calls related to last-minute staffing absences when required.
- Ensure scheduling updates and timesheet information is completed and submitted within established timelines.
- Communicate staffing and scheduling information to the appropriate manager or supervisor.
- Maintain accurate administrative records related to scheduling and staffing activities.

Finance & Purchasing Support

- Assist with accounts payable administration, including organizing and processing invoices and supporting documentation.
- Assist with deposits and other routine financial administrative tasks.
- Order office and program supplies and maintain appropriate inventory levels.
- Obtain quotes from suppliers and vendors as required.
- Ensure purchasing documentation and receipts are organized and submitted appropriately.
- Assist the Office Manager and Finance team with administrative financial tasks as required.

Office Operations & Facilities Support

- Monitor office and general supply needs and coordinate orders.
- Assist with arranging maintenance requests, repairs, service calls, and contractor appointments.
- Contact suppliers and service providers to obtain information, quotes, or arrange services.
- Assist with coordinating required inspections and service appointments.
- Assist with maintaining organized administrative and compliance records.

Communications & Community Support

- Maintain professional and effective working relationships with individuals receiving services, families, employees, community partners, vendors, and other stakeholders.
- Communicate information clearly, professionally, and respectfully.
- Assist with organizational events and community activities as required.
- Represent the Ottawa Rotary Home in a manner consistent with the organization's values, mission, and philosophy.
- Identify administrative issues or concerns, gather relevant information, and communicate these to the appropriate manager.
- Work collaboratively with multidisciplinary teams across the organization.

What We're Looking ForEducation

- Post-secondary diploma or certificate in Office Administration, Business Administration, or a related field, or an equivalent combination of education and experience.

Experience

- Minimum two years of administrative or office support experience.
- Experience providing administrative support to multiple managers or departments.
- Experience managing multiple priorities and deadlines in a busy office environment.
- Experience with reception, customer service, scheduling, purchasing, or basic financial administration.
- Experience in a not-for-profit, healthcare, developmental services, or community services environment is considered an asset.

Technical Skills

- Strong proficiency in Microsoft Outlook, Word, Excel, Teams,



and Microsoft 365.
- Strong computer, data-entry, organizational, and administrative skills.
- Ability to learn new software and administrative systems quickly.
- Strong written and verbal communication skills.

Personal Qualities

The successful candidate will be:

- Highly organized with strong attention to detail.
- Friendly, professional, and service-oriented.
- Dependable and able to follow through on assigned responsibilities.
- Comfortable managing multiple priorities in a busy environment.
- Able to work independently while collaborating effectively with others.
- Able to exercise good judgment and maintain confidentiality.
- Adaptable, resourceful, and solution-focused.
- Comfortable communicating with a wide variety of individuals, families, employees, and community partners.

Why Join Ottawa Rotary Home?

At the Ottawa Rotary Home, you'll be joining a collaborative team that is passionate about supporting children, youth, and adults with physical disabilities and complex medical needs.

Every member of our team plays an important role in helping us deliver exceptional services. We value teamwork, respect, continuous improvement, and creating a positive workplace where employees can grow and succeed.

Schedule

- Part-time, 20 hours per week (Mon, Tues, Thurs, Fri 8a-1p)
- Work hours are scheduled to provide administrative and reception coverage during key operational hours.
- Additional hours may occasionally be available based on organizational needs.

Language

- English required.
- Basic French is considered required.

Other Requirements

- Ability to attend occasional meetings, training, or organizational activities off-site as required.
- Valid driver's licence and access to a reliable vehicle is considered an asset.

Equity, Diversity & Accessibility

The Ottawa Rotary Home is committed to building a workforce that reflects the diversity of the communities we serve. We encourage applications from qualified candidates of all backgrounds and are committed to providing an accessible recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation at any stage of the recruitment process, please let us know and we will work with you to meet your needs.

The Ideal Candidate

You're someone who enjoys being the person others can rely on to keep things organized and moving. You are comfortable answering a phone call from a family, helping a manager with an administrative task, coordinating a respite booking, following up with a supplier, or making sure important paperwork is completed on time.

You notice details, communicate well, and understand that excellent administrative support often means anticipating what needs to happen next. You're approachable, dependable, and comfortable working in an environment where priorities can change throughout the day.

Most importantly, you understand that although this is an administrative position, your work contributes directly to the quality of the supports we provide to children, youth, adults, and their families.

Job Type: Part-time

Pay: From $22.00 per hour

Expected hours: 20.0 per week

Benefits:

- On-site parking

Education:

- DCS / DEC (preferred)

Experience:

- administrative : 2 years (required)

Language:

- Minimum Basic French? (required)

Location:

- Ottawa, ON (preferred)

Work Location: In person

📌 Administrative Assistant (Part-time) (Ottawa)
🏢 The Ottawa Rotary Home
📍 Ottawa