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ECEC Administrative Assistant

Date: October, 2015
Reports to (Job Title):

Director, ECEC and Program Manager, Psychology

Jobs Reporting (Job Titles): None
Department: Psychology


Early Childhood Education Centre, Psychology


USg 5
35 hr/wk

Primary Purpose

The ECEC Administrative Assistant provides a range of administrative support functions for the ECEC program and the Psychology Department.

Key Accountabilities:

1.  Provides a range of administrative services to enhance the operation and efficiency of the ECEC main office and the ECEC program itself


1.  Assists with the collection and maintenance of detailed files in accordance with Ministry of Education regulations for a licensed Child Care Centre


3.  Provides support to the ongoing children’s program



4.  Provides regular support to the ECEC Director as required including the following tasks when the Director is absent:



5.  Provides regular support to the Administrative Coordinator, Graduate Studies



6.  Back-up support for Psychology Support Service Staff

Position Requirements


Diploma or Degree in Early Childhood Education or Child Development.  Registered Early Childhood Educator with the College of ECE of Ontario.


Extensive administrative experience, with particular knowledge of the operation and legislation of a licensed Child Care Centre under the Ministry of Education.  Detailed understanding of the Child Care and Early Years Act O.Reg 137/15 as well as Waterloo Public Health and Waterloo Fire Department regulations for licensed Child Care Centres.  Competencies include exceptional attention to detail, process implementation, organization, time management, and communication skills. Proven capacity to handle a high volume of requests and to multi-task as well as possess the ability to work efficiently in a busy environment with numerous interruptions.


MS Word Excel PowerPoint Other
Intermediate Intermediate Intermediate Outlook, SharePoint, WCMS, Quest, OnBase, PowerPoint

Nature and Scope

Interpersonal Skills:

This position requires communication with a wide range of internal and external contacts to obtain, clarify and discuss information for accurate reporting to others.  Well – developed interpersonal skills including diplomacy, confidentiality and good judgement as well as the ability to tailor your message to your audience from children through to adults.   

Level of Responsibility:

This position has defined specialized and routine tasks and receives specific guidance.  The role requires the incumbent to provide functional direction to volunteers from time to time.

Decision-Making Authority:

The ECEC Support Staff Assistant performs defined specialized tasks under the general direction of the ECEC Director and Psychology Program Manager.  Routine tasks are performed with relative autonomy.  This position is expected to identify problems or new directions and bring them forward for further discussion and resolution.

Physical and Sensory Demands:

The incumbent must be able to perform in a fast-paced and varied environment that includes distractions and interruptions.  The majority of the work time is in a typical office environment with extensive sitting.  At times the incumbent will be required to bend/stretch, lift and carry objects such as young children, groceries or program supply boxes. When in program with children the incumbent must be able to get down to children’s level by bending, kneeling and sitting on the floor.  The noise level can be elevated in the classroom with children and activities.

Working Environment:

The work will mostly be performed in a regular office based environment with some work carried out in the children’s program space which requires the incumbent to adapt to child sized furniture and the outdoor weather on the playground in all seasons.  Some evening and weekend work is required for ongoing professional development and ECEC family events.  Due to the school year format of the ECEC children’s program, vacation must be scheduled around program commitments and co-ordinated with the ECEC Director. There is some lack of control over work pace, multiple and/or tight deadlines due to irregular and/or high volumes beyond one’s control.