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 career 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 for Management review.
- Maintain recurring reporting calendars and deadlines.
- Support document control, records retention, and archiving practices.
- Maintain appropriate confidentiality and access controls for employee, guest, financial, and organizational information.

6. Meeting & General Administrative Support

- Coordinate meetings, appointments, training sessions, interviews, and other scheduled activities.
- Prepare agendas, supporting materials, minutes, and follow-up records as required.
- Support recruitment administration, including interview scheduling, candidate documentation, and onboarding paperwork.
- Prepare correspondence, notices, forms, reports, and internal communications as directed.
- Maintain administrative supplies and support routine office needs.
- Support administrative processes for community initiatives, events, staff activities, and program projects.
- Provide administrative support to Management and program teams within the scope of the role.

Role Boundaries The Administrative Assistant does not supervise employees,



provide coaching or performance management, conduct performance evaluations, approve employee leave or significant scheduling exceptions, determine staffing requirements, or make formal employee-relations decisions. The Administrative Assistant may provide routine reminders, request missing information or documentation, explain established administrative processes, and identify outstanding requirements. Matters involving employee accountability, performance, conduct, or management decisions are referred to the appropriate Supervisor or Management.

Qualifications & Experience

Education:

Diploma, certificate, degree, or equivalent experience in Business Administration, Office Administration, Human Resources Administration, or a related field.

Experience:

- Experience providing administrative support in a complex or high-volume environment.
- Strong experience with data entry and maintaining accurate information across spreadsheets, tracking tools, and electronic systems.
- Experience with employee scheduling, timesheets, payroll administration, records management, or workforce administration is strongly preferred.
- Experience supporting a large staff team or 24/7 operation is an asset.
- Experience with reporting, purchasing documentation, and administrative systems is an asset.

Skills & Competencies:

- Exceptional organization and attention to detail.
- Strong data-entry skills with a high level of accuracy.
- Strong proficiency with Microsoft Office, particularly Excel, and comfort working within electronic systems such as HIFIS.
- Demonstrated ability to multitask and manage large volumes of changing information and competing priorities.
- Strong scheduling and administrative coordination skills.
- Ability to manage recurring deadlines and maintain accurate, current records.
- Strong written and verbal communication skills.
- Ability to appropriately manage confidential employee and guest information.
- Strong problem-solving skills and ability to recognize when a matter requires Management involvement.
- Ability to work independently and collaboratively within a busy team environment.

Working Conditions

- Primarily based at the Bridge to Home Hub.
- Works within a fast-paced 24/7 shelter environment.
- Requires frequent communication with frontline staff, Management, organizational departments, and external contacts.
- Requires the ability to manage competing deadlines, frequent interruptions, and changing administrative priorities.

Work Location: In person Pay: $22.00-$24.00 per hour

Benefits

- Employee assistance program
- On-site parking
- Paid time off

Work Location: In person

📌 Administrative Assistant (Moncton)
🏢 John Howard Society of Southeastern New Brunswick
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