The Part-Time Administrative Assistant provides day-to-day administrative and office support to the Childcare Society Manager and administrative support to the Board. Board support includes meeting preparation, minute-taking, and organization of governance documentation under the direction of the President and Secretary. The position supports basic bookkeeping, correspondence, document preparation, and record keeping to help the Childcare Society operate smoothly.

Hours
Part-time, 15 hours per week. Flexible schedule based on operational needs and availability, Monday–Friday during the day. Scheduling of requested Board and Society meeting attendance will be coordinated with the Manager.

Purpose
Support the Manager with daily administrative, communication, and basic bookkeeping tasks, and support the Board with meeting administration and governance documentation as directed by the President and Secretary. Maintain organized records, timely communication, and smooth office operations.

Key Responsibilities

Office and Administrative Support

- Maintain digital and physical filing systems for operational records; assist with governance records as outlined under Board-related duties.
- Prepare administrative documents, forms, and simple reports for the Manager and Board as requested.

Communication

- Monitor and respond to general email inquiries.
- Draft routine email responses and notices to families.
- Support routine communication with Board members and staff, following direction from the Manager, President, or Secretary, as appropriate.
- Maintain contact lists and distribution lists.

Basic Bookkeeping Support

- Record invoices and payments.
- Prepare documents for monthly reconciliation.
- Track petty cash and receipts.
- Support preparation for audits and financial reviews.





Database and Record Management

- Maintain enrollment records and waitlists.
- Update parent and child information as needed.
- Maintain the confidentiality of parent, child, and family records.

Board-Related Duties — Recording Secretary

- Provide Board administrative support under the direction of the President and assist with governance documentation under the direction of the Secretary.
- Attend Board and Society meetings as requested and prepare accurate meeting minutes.
- Distribute meeting notices, agendas, and supporting materials as directed by the President or Secretary.
- Organize meeting materials and governance records under the Secretary’s oversight; the Secretary retains custody of the Society’s official records.

Other Support Tasks

- Assist with event coordination and registrations.
- Carry out other administrative duties assigned by the Manager and Board-related support tasks as directed by the President or Secretary.

Qualifications

Required

- Solid organization skills.
- Clear written communication and the ability to prepare accurate meeting minutes and administrative documents.
- Competent computer skills in Microsoft 365, including Word, Excel, Outlook, and Teams.
- Ability to manage multiple tasks and meet deadlines.
- Attention to detail and the ability to maintain confidentiality of operational, financial, personal, and Board-related information.
- Current clear Criminal Record Check

Preferred

- Experience in office administration.
- Experience with basic bookkeeping or financial tracking.
- Familiarity with childcare or non-profit environments.
- Experience supporting Board or committee meetings, including preparing minutes and organizing meeting materials.

Pay: From $21.00 per hour

Expected hours: No more than 15.0 per week

Work Location: In person

📌 Administrative Assistant (Prince George)
🏢 UNBC Childcare Society
📍 Prince George