Safer Spaces Program Administrator

Safer Spaces Administrator 0 (0.6 FTE)

One position: 21 hours/week (3 days/week)

Term:
April 2026 to March 31, 2027

Location:

Barrie, ON

Compensation: $25.03/hour

Union: CUPE bargaining unit position

The Safer Spaces Program Administrator provides administrative and operational support that strengthens the day-to-day delivery of the Safer Spaces program at the Gilbert Centre. This role is the first point of contact for program inquiries and plays a key coordinating role across scheduling, records management, learning management system administration, invoicing workflows, and the preparation of program communications and materials.

Using established templates, brand standards, and internal approval processes, the Safer Spaces Program Administrator drafts, formats, proofreads, and edits program correspondence and content (for example: emails, invoices, proposals/quotes, presentations, publications, reports, web updates, and scheduled social media content). The Safer Spaces Program Administrator handles sensitive information with care and maintains privacy and confidentiality in all communications and record‑keeping.

In collaboration with other Gilbert Centre staff, the Administrator may also support outreach and stakeholder engagement activities through scheduling, logistics, materials preparation, documentation, and occasional attendance at offsite events.

The Gilbert Centre is a registered, not‑for‑profit, charitable organization that was formed in 1995 as the AIDS Committee of Simcoe County in response to the HIV epidemic in Simcoe County. Since its inception the mandate of the organization has broadened to not only support people at risk of, living with, and affected by HIV and HCV, but to also support and celebrate the lives of the 2S‑LGBTQ+ communities in Simcoe County and Muskoka Region.

Gilbert Centre covers a large catchment area encompassing a significant geographic territory with a mix of small and mid‑sized urban environments and rural settings.

• Program Inquiries, Client Support, and Scheduling
  • Serve as the first point of contact for Safer Spaces (phone and email); provide accurate general information and respond in a timely, professional manner.
  • Triage inquiries and route requests to appropriate team members, ensuring clear handoffs and documentation.
  • Maintain existing inquiry and bookings tracking system (Excel), including status updates, follow‑up timelines, and handoff notes.
  • Coordinate scheduling and confirmations for trainings and meetings, including calendar invitations, participant communications, rescheduling support, and maintaining rosters/contact lists.
  • Prepare agendas and draft/distribute meeting notes or minutes as required.
• Communications and Program Materials
  • Prepare, format, proofread, and edit program materials and correspondence using approved templates and internal approval processes.
  • Review documents prepared for management signature for format, clarity, grammar, and completeness; make edits as required.
  • Apply basic accessibility and quality checks to documents and digital content prior to circulation or posting (for example: headings, consistent formatting, plain‑language readiness, export quality), following established Safer Spaces standards.
  • Maintain standardized administrative templates and document systems, including basic version control to ensure current templates are used.
• Records Management, Invoicing, and Administrative Reporting
  • Create, issue, and track invoices in accordance with Gilbert Centre processes; conduct routine follow‑ups/reminders within established timelines and flag discrepancies as needed.
  • Act as a first‑line contact for billing and invoicing questions; route complex issues appropriately.
  • File invoices, receipts, and related documentation accurately and consistently.
  • Support routine administrative reporting and internal status updates (for example: inquiry volume, bookings in progress, LMS enrolments/completions, certificates issued, invoicing status) to support planning and workload visibility.
  • Maintain organised digital filing systems and accurate program records.
• Learning Management System, Web, and…