Administration assistant Jobs in Waterloo, ON

Scope and Summary

of Primary Responsibilities

This funded position through the Canada Summer Jobs Program offers the opportunity to gain meaningful experience and learn practical skills in governance, project support, and non-profit operations within an organization that provides professional vision rehabilitation therapy.

VLRC is seeking an organized and motivated Project Administration Officer to support the Governance and Client Experience Departments. This role will contribute to the successful delivery of projects focused on updating policy and procedure documents under both operational and board governance frameworks.

Individuals in this role will gain hands-on experience in governance and project administration while developing practical skills in assistive and accessible technologies, digital communication, document accessibility, research, data organization, and quality assurance. This placement provides exposure to healthcare technology and accessibility, including opportunities to understand how AI-enabled tools support individuals with vision loss, while working in a supportive and collaborative environment offering opportunities to network with professionals in the field.

To be eligible for the funding associated with this position, you must be:

• Between 15 and 30 years of age (inclusive) at the start of employment
• A Canadian citizen, permanent resident, or person on whom refugee protection has been conferred under the Immigration and Protection Act
• Legally entitled to work according to the relevant provincial/territorial legislation and regulations. International students are not eligible.

II. Essential Functions

The position entails, but is not limited to the following general responsibilities:

•As directed by management, work with VLRC staff on governance-related research and project tasks, including reviewing internal portals and updating policy and procedure documents according to the document framework policy.

· Initiate updates of policy and procedure documents based on the approved template and index, following established standard operating procedures to separate policy and procedure content.

· Identify gaps in documentation and recommend new document development for consideration by the Manager, Accreditation and Certification.

· Assist with digital content preparation, including organizing files and ensuring accessible document design in line with clear print guidelines.

· Support digital records maintenance with a strong focus on accuracy, confidentiality, and compliance with governance standards.

· Contribute to workflow improvement or automation projects by creating templates, streamlining processes, and organizing information that enhances efficiency.

· Conduct basic research, summaries, or literature scans to support ongoing governance initiatives including those involving emerging tools and AI-supported solutions.

· Support coordination of internal and external events, workshops, and training sessions, including scheduling, logistics, and preparation/distribution of meeting materials.

· Assist with data entry and document management while managing multiple tasks and meeting deadlines.

· Collaborate with team members on various projects and initiatives to improve office efficiency and governance practices

· Contributes to a supportive professional team environment to meet the operational and team objectives.

· Consults with supervisor on issues that are more complex and that may require upper-level approval.

· Complete evaluation at the end of placement to provide feedback on experience and provide a detailed report on activities/projects completed.

· Other related duties as required.

Relationships

Individuals will be responsible for relationships with VLRC staff, clients, and volunteers

Requirements

III. Qualifications

Education and Certifications

· Be enrolled in degree or diploma studies in related field.

Knowledge and Skill Requirements

· Proficient in the use of Microsoft Office 365 & Suite products

· Demonstrated customer service skills considered an asset.

· Excellent written and oral communications skills.

· Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines effectively.

· Excellent administrative, time-management and organizational skills.

· High level of attention to detail and accuracy, particularly when handling confidential information.

· Previous experience with vision loss considered an asset.

Join us to grow your career and make a difference everyday.

Benefits

Inclusion, Accessibility & Accommodation

VLRC is committed to creating and maintaining an inclusive, equitable, and accessible workplace. We welcome applications from members of groups that have been historically marginalized, including but not limited to Indigenous peoples, racialized persons, persons with disabilities, including those who are blind, partially sighted, or deafblind, women and 2SLGBTQ+. We strongly encourage applications from applicants with sight loss to apply. Direct lived experience is valued as an asset. The successful candidate will be required to complete a standard Vulnerable Sector Check.

If you require an accommodation to apply or participate in the selection process, please contact . We’ll be happy to work with you to meet your needs.

Not sure if you qualify? Think about applying anyway!
We understand that not everyone brings 100% of the skills and experience for the role. If you bring passion, transferable skills, and a desire to make a difference, we encourage you to apply!VLRC does not use AI tools in its screening, assessment, or selection process.

We thank all applicants for their interest, however, only those selected for an interview will be contacted.