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

Position Summary

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.

About the Gilbert Centre

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.

Responsibilities:

• 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 E-commerce Updates
  • Provide administrative support for the Learning Management System (Kajabi) including enrolment support course access/extensions basic troubleshooting and certificate requests.
  • Prepare and maintain participant rosters for live and online learning experiences; support distribution and tracking of evaluation/feedback forms and compile completion data as required.
  • Post approved program updates to web and e-commerce listings; escalate technical issues as needed.
  • Support basic social media posting and message triage on approved channels routing inquiries into the program tracking workflow.

Qualifications:

The right-fit candidate offers:

• Demonstrated administrative experience in a fast-paced environment with the ability to manage competing priorities frequent interruptions and time-sensitive follow-ups.
• Strong writing and editing skills (proofreading formatting producing polished materials using templates and approval processes).
• Strong customer service skills including inquiry triage clear communication respectful tone and appropriate professional boundaries.
• Proficiency with Microsoft 365 (Outlook Word PowerPoint Excel Teams) and confidence coordinating meetings and schedules.
  
• Experience providing basic hosting support for virtual meetings/trainings using Teams and Zoom (invites/links participant communications attendance lists basic troubleshooting).
• Experience maintaining structured tracking systems (CRM or spreadsheets) with accurate data entry and follow-up documentation.
• Experience supporting invoicing workflows (including issuing invoices tracking status documenting follow-ups and routing billing questions appropriately).
• Strong records management practices including organised digital filing and basic version control.
• Working knowledge of Canva for template-based updates and exporting digital assets.
• Comfort working with sensitive information and maintaining confidentiality privacy and professional discretion.
• Ability to apply basic accessibility and quality checks to documents and digital content prior to circulation or posting.
• Ability to work independently with accountability and collaboratively within and across teams.
  

Assets (Nice to have):

• Experience administering Learning Management Systems (LMS i.e. Kajabi) including learner support basic page/content updates and troubleshooting/escalation.
• Experience posting and monitoring approved content on LinkedIn and Facebook (and other platforms as required).
• Formal education in a relevant area (for example: office administration business administration) is an asset not a requirement.
• Strong digital literacy and willingness to learn new tools used by the program (for example: Microsoft 365 Teams/Zoom Kajabi and Canva) while following Gilbert Centre policies and procedures related to confidentiality privacy records management and quality control.

Values & Approach (Required):

• Understanding of or willingness to learn harm reduction principles and the realities affecting 2S-LGBTQIA communities people who use drugs sex workers and people living with HIV/HCV.
• Demonstrated commitment to equity anti-oppression and community accountability.

Location Hours and Remuneration:

• Location: Barrie ON
• Hours: 21 hours/3 days per week;
• Term: April 2026 to March 31 2027
• Remuneration: $25.03/hour
• Union: This position is a part of a CUPE collective bargaining unit.

Equity Inclusion and Internal Applicants

The Gilbert Centre is an equal opportunity employer. We strive to build an inclusive workforce that reflects the rich diversity of the community in which we live. To this end we encourage applications from persons with lived experience with drug use sex work homelessness street involvement; those living with HIV/HCV; members of 2S-LGBTQ communities Indigenous peoples members of diverse ethno-cultural communities and persons with dis/abilities. Please note that priority will be given to internal applicants.

Accessibility

The Gilbert Centre is committed to accessible employment practices. Accommodations are available on request for candidates participating in all stages of the recruitment process.

Required Experience:

Manager