Join Our Team
Imagine being part of an organization that adds value to our community, cares about its staff, and creates a supportive workplace environment. Starling Community Services (formerly Lutherwood) is a progressive, not-for-profit health and social service organization that strengthens people's lives by providing mental health, employment, and housing services to more than 18,000 people annually in Waterloo Region and Wellington County.
We need great people like you to help us realize our mission and support communities where everyone experiences mental wellness, opportunities for employment, a place to call home, and a sense of belonging.
There is one Summer Student Administrative Assistant position available starting on June 30, 2025, and ending on August 22, 2025. working 35 hours per week.
Your Role:
Acts as the primary point of contact for client inquiries and provides information regarding the services at The Agency. Provides a high level of customer service and administrative support to clients, staff and programs. Works in alignment with the agency’s commitment to equity, and from an anti-racist and anti-oppressive perspective to further create a sense of belonging at the Agency.
Tasks:
Customer Service:
- Greets clients and responds to a variety of telephone and walk-in inquiries, provides program information and directs clients appropriately to internal and external resources.
- Collects client intake information and schedules clients into appropriate services.
- Responsible for coordinating and scheduling for staff and clients.
- Responds to first level of community and client inquiries.
- Provides referrals to other The Agency programming, as well as other community organizations.
- Able to respond in a professional manner to complex needs of individuals, couples and families, including unpredictable situations, in accordance with the Agency’s policies and training, i.e. customer service, de-escalation, safeTALK training.
- Acts as a communication liaison for programs within the Agency.
Administrative Support:
- Provides administrative support to clients, staff, and programs.
- Formats and maintains marketing materials, in accordance with agency updates.
- Responsible for ordering office, program and promotional supplies.
- Responsible for processing incoming and outgoing mail and courier services.
- Distributes, collates, and reviews customer satisfaction surveys and brings variances to the attention of the supervisor or manager.
- Prepares and distributes a variety of information packages.
- Develops and maintains a variety of documents, including forms and program manuals.
- Maintains a client message service.
- Responsible for processing financial transactions, in addition to maintaining a petty cash float.
- Completes purchase orders and cheque requisitions ensuring appropriate approval is completed.
- Assists with the coordination and preparation of special events.
- Maintains systems related to the operation of the facility, including the telephone system, alarm system, photocopy codes, keys, parking, maintenance needs, adequate supplies of meeting room materials, etc.
- Serves as liaison with maintenance and custodial staff to address needs of building.
- Provides back up support to other administrative positions.
Data Management/Record Keeping:
- Responsible for the accurate data entry of confidential client information into a variety of databases.
- Acts in the capacity of a coach with new staff requiring assistance with procedures pertaining to data collection.
- Develops, maintains and modifies a variety of basic to advanced databases.
- Runs queries and reports to manage and report on client information, as per requirements from program managers/supervisors.
- Reviews and collates data, program statistics and reports in relation to individual and program targets, and reports variances to the supervisor / manager.
- Responsible for maintaining a variety of filing systems.
- Proofs psychologist/psychiatrist court/program reports and ensures they are complete and accurate (Benjamin Road).
Your Talents and Experience:
A college certificate or diploma in Office Administration and/or minimum two years administrative experience or equivalent education/experience combination. Minimum typing speed of 60 w.p.m. Knowledge of and ability to utilize a variety of office machines, such as computers, fax machines and photocopiers. An excellent knowledge of a variety of computer word processing and database packages, especially Microsoft Office is essential. Able to adhere to a high standard of confidentiality with respect to client information Passionate, aware, and willing to learn about equity, antiracism and anti-oppression and to embed anti-racist, anti-oppressive practices into the role. Experience working with Microsoft Access and Excel is a definite asset. Excellent communication and interpersonal skills. Ability to work independently with minimal direction. Ability to handle multiple tasks. Reliable transportation is required.
What’s in it for you?
• Job Band Student (hourly wage): $17.20
• A positive work culture, inclusive workplace policies, and employee wellness initiatives.
• Eligible to join the HOOPP defined pension plan on a voluntary basis.
• Access to our Employee and Family Assistance Program which provides free and confidential counselling, resources and services.
• Paid vacation (pro-rated to start date and hours for position; accumulated bi-weekly)
• Paid sick time (pro-rated to start date and hours for position; accumulated bi-weekly) to a maximum of 300 hours.
• Discounted GRT passes through membership with Travel Wise.
• Employee Referral Incentive Program.
• Professional development and tuition reimbursement opportunities.
• Staff appreciation events.
If you are community-focused and share our values and antiracism commitment, we want you to grow with us. Please submit your application through BambooHR, in confidence, no later than 4 pm on May 20, 2025.
This is an internal and external posting.
We recognize that people come with a wealth of experience and talent beyond just the technical requirements of a job. If you don't have every single requirement and the exact level of experience listed in our description, but the skills and experience needed for the role still resonate with you, please consider applying. Diversity of experience and skills combined with passion is a key to innovation and quality; therefore, we encourage people from all backgrounds to apply to our positions. Please let us know if you require any support submitting your application or during the interview process by contacting Human Resources at hr@lutherwood.ca or by calling 519-707-1958 ext. 1247.
Commitment to Equity
As a community agency delivering mental health, employment, and housing services, Starling Community Services acknowledges Canada’s history of systemic racism, oppression, and the need for structural and institutional change. We are committed to continuously improving so that we may deliver equitable and accessible services to our entire community.
We are dedicated to embedding equity practices into the fabric of our organization, recognizing that this requires ongoing effort, education, and dialogue. Guided by our equity strategy, we are committed to providing equal opportunities for career advancement, professional development, and success for all staff, regardless of their identity or background.
