Administrative Assistant, Passport and Support Services

Description

The Alice Saddy Association envisions a welcoming, diverse and inclusive community where all people are valued and contributing citizens. We are committed to supporting people with disabilities and their families to make the connections needed for a meaningful self-directed life. The cornerstones of our mission, and vision are rooted in our core values of respect, collaboration, accountability and creativity.

As the Alice Saddy Association continues to grow and serve the community of London and Area, we are excited to be recruiting one (1) candidate for a new full-time, permanent position.

Reporting to the Manager, Supports (Passport), the Administrative Assistant, Passport and Support Services provides essential clerical and administrative support to the Passport Program and Support Services. This role ensures smooth operations by maintaining accurate records, supporting financial processes (including mileage and Passport expense tracking), and assisting with compliance related to Ministry Quality Assurance Measures. A key function is to act as a resource for individuals and families accessing Passport funding—completing intake documentation, educating on eligible expenses, facilitating supported purchases, and monitoring fund usage in the TIMMS system.

In addition to administrative duties, the administrative assistant plays an active role in empowering individuals and families by fostering independence, promoting self-direction, and advocating for inclusive community involvement. Strong communication and organizational skills are essential, as the role involves frequent collaboration with the Finance Department, Managers, support staff, and external stakeholders. The administrative assistant must uphold the values and policies of the Alice Saddy Association while maintaining professionalism, confidentiality, and a person-centered approach in all aspects of their work.

The Alice Saddy Association is an equal opportunity employer committed to equity, diversity, inclusion, and accessibility. We strive to create a welcoming environment where all individuals, including those living with disabilities, feel valued and supported. Accommodations are available throughout the recruitment process—please let us know if you require any when invited for an interview.

We encourage candidates from diverse backgrounds and lived experiences to apply and be part of a culture where authenticity and inclusion are celebrated.

Included in this role – Clerical and administrative assistance with the management of Passport-funded supports including but not limited to intake, fund management and data entry

Excluded from this role – Daily approval of employee time entry
Human Resource management and application of progressive discipline

Qualifications

The ideal candidate will have post-secondary education, preferably in a related discipline, and at least two years of administrative experience. Experience in a non-profit organization, particularly within the Developmental Services sector, is considered an asset. The role requires a solid understanding of Passport Funding eligibility criteria, strong collaboration and communication skills, and the ability to maintain a high level of confidentiality. Exceptional attention to detail, time management, and organizational skills are essential, along with the ability to manage multiple priorities in a dynamic environment. The successful candidate will be self-directed, show initiative, and demonstrate a positive and flexible attitude. Proficiency in Microsoft Office (Word, Excel, PowerPoint) and strong problem-solving abilities are also required. Candidates must possess relevant academic certification(s) and be legally eligible to work in Canada and for the Alice Saddy Association. A current Vulnerable Sector Check specific to the Association, three professional references from supervisors, and valid certifications in Standard First Aid with CPR + AED, as well as Non-Violent Crisis Intervention (CPI), are required. In compliance with the Association’s Mandatory COVID-19 Vaccination Policy, proof of at least two COVID-19 vaccinations must be provided. Candidates should demonstrate a personal philosophy aligned with the mission, vision, and values of the Association. A valid driver’s license, insurance, a clean motor vehicle record, and access to a reliable vehicle are considered assets. This position requires a 35-hour work week, typically during daytime hours, with occasional evening and weekend flexibility. The role involves prolonged periods of sitting at a desk and working on a computer in a temperature-controlled office environment. In-person office attendance is required, and some local travel may be involved.