Program Assistant | Guelph Independent Living

Program Assistant | Guelph Independent Living - Job Description

Program Assistant

Full-Time
Guelph Independent Living (GIL)

Guelph Independent Living (GIL) is a community-based non-profit organization that has been supporting adults with disabilities and seniors for over 40 years. Our mission is to enable individuals to live independently with dignity and choice in their own homes and communities through high-quality personal support services, housing, and community programs.

We are seeking a Program Assistant who will play an important role in supporting the daily operations of our community and outreach programs. This position provides administrative, scheduling, and program support to ensure that services are delivered efficiently and effectively to the people we serve.

Position Summary

Reporting to the Program Manager, the Program Assistant provides administrative and operational support to program teams. The role supports scheduling coordination, payroll preparation assistance, client and staff communications, and program administration to ensure smooth service delivery.

This role requires strong organizational abilities, analytical thinking, and the ability to multitask in a fast-paced environment.

Key Responsibilities

Scheduling and Operational Support

• Assist with preparing and maintaining staff schedules in accordance with operational requirements and collective agreement provisions.
• Coordinate schedule coverage for vacations, sick calls, return-to-work accommodations, and other staffing changes.
• Process shift exchanges and schedule updates while maintaining accurate scheduling records.
• Communicate scheduling updates to staff and clients when required.
• Participate in the rotating on-call schedule to support operational needs when necessary.

Payroll and Administrative Support

• Assist with payroll preparation, data entry, and verification of timesheets.
• Maintain payroll and scheduling databases with accuracy and confidentiality.
• Prepare program documentation, reports, correspondence, and meeting minutes.
• Support program teams with administrative tasks including document preparation, filing, and record management.

Program and Client Support

• Respond to client, staff, and community inquiries and direct requests appropriately.
• Assist with program coordination activities such as client intake documentation and service tracking.
• Collect and maintain program statistics and operational information for reporting purposes.
• Provide high-quality customer service to clients, staff, and community partners.

General Administrative Support

• Assist with preparing program manuals, forms, and operational materials.
• Support team meetings through coordination and minute taking.
• Maintain program documentation and administrative systems.
• Perform other duties as assigned to support program operations and organizational priorities.

Qualifications

• Post-secondary diploma in administration, community services, business, or a related field.
• Strong analytical and organizational skills with attention to detail.
• Demonstrated ability to multitask and prioritize under pressure in a fast-paced environment.
• Excellent verbal and written communication skills.
• Strong interpersonal skills with the ability to work collaboratively with staff, clients, and community partners.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Experience supporting scheduling and payroll processes is considered an asset.
• Experience working in a non-profit or unionized environment is considered an asset.

Working Conditions

• Full-time hours 35 hours per week Onsite
• Standard daytime hours with participation in a rotating on-call schedule when required.
• Work may involve coordination with multiple teams and responding to operational needs in a dynamic environment.

Compensation: Starting 20$ per hour. May increase depending on performance.

Deadline to submit application with resume and cover letter: March.9.2026

Why Join Guelph Independent Living

At GIL, we believe in creating an inclusive and supportive workplace where employees can make a meaningful difference in their community.

Employees may have access to:

• Competitive compensation
• Benefits package (for eligible positions)
• Group RRSP program with employer contribution( after 1 year of employment)
• Employee Assistance Program
• Professional development opportunities
• Supportive and collaborative team environment

How to Apply

Interested candidates are invited to submit their application through the link provided here ( paste the prevue link here please). Alternatively, please email your resume and cover letter to View email address on tac-careers.com

Guelph Independent Living is committed to equity, diversity, and inclusion and encourages applications from qualified candidates from all backgrounds.