Summer Student Administrative Assistant

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:

Reporting to the Administrative Supervisor, this position assists in providing administrative support services to the Mental Health Services Division and Agency Administration. This role focuses on assisting with the transfer of historical, confidential client files and reports to digital form, administrative duties related to the operations of the Mental health programs at 35 Dickson, Cambridge and other administrative duties and related tasks including reception, data entry, and special projects, as required. 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:

Administration:

1. Assists with the implementation of a paperless system for historical client files and other documents. 
2. Scans reports and files and e-files them in the client information system, EMHware. 
3. Scans historical documents and catalogues them digitally.
4. Works with the Program Data Lead and Administrative Assistant, Mental Health Services, to archive paper files and completes day-to-day tasks.
5. Supports the Executive Assistant, Administrative Assistant, CEO’s office, and leadership team members with various administrative tasks and special projects when required.
6. Provides reception desk support by responding to telephone inquiries, receiving and directing visitors as required, typing and preparing a variety of documents.
7. Photocopies, emails and faxes documents.
8. Maintains and updates various computer databases and paper files.

Other: 

1. Participates in supervision with their Leader.
2. Represents Starling Community Services in the community.
3. Participates in Agency committees and task forces.
4. Complies with the policies and procedures of the Agency as outlined in the Policies and Procedures Manual
5. Complies with the duties imposed by law or contract and the policies and procedures for performing the job in a safe and healthy manner. 
6. Demonstrates equity, anti-racism and anti-oppression values in all aspects of role. 
7. Takes an active role in promoting and protecting personal health and safety and the health and safety of others, both staff and consumers. (Sec.28(1) OHSA)
8. Performs other duties as assigned.

 Your Talents and Experience:

Excellent organizational skills, including the ability to multi-task under pressure, with a focus on detail and problem solving.  Excellent oral and written communication skills. Proficiency in Word, Excel, Access, PowerPoint, and Internet skills.  Knowledge of and ability to use a variety of office equipment. Training in the client information system and photocopying/scanning equipment provided.

Ability to work with minimal supervision.  Ability to work within very high standards of client and organizational confidentiality and privacy.  Possess an ability to relate well with a wide range of people, and a maturity which indicates an ability to perform tasks and to provide exemplary customer service. Passionate, aware, and willing to learn about equity, antiracism and anti-oppression and to embed anti-racist, anti-oppressive practices into the role.

The successful candidate must:

• Have been registered as a full-time student during the preceding academic year 
• Intends to return to school on a full-time basis during the next academic year
• Is a student in a secondary, post-secondary, CEGEP, vocational or technical program
• Is not attending full-time classes while carrying out the job
• Is between the age of 15 and 30
• Is a Canadian citizen, permanent resident, or person w\on whom refugees’ status has been conferred
• Is legally entitled to work according to the relevant provincial/territorial legislation and regulations
• Does not have another full-time (30 hours or more per week) summer job

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.

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. 

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.