SUMMER STUDENT - ADMINISTRATION

Founded in 1889, YWCA Hamilton is known as one of Hamilton’s original social innovators and works from a feminist, anti-racist, and anti-oppressive framework. We are committed to providing meaningful and accessible services that create opportunities to amplify voices and co-create gender-inclusive and equitable communities.

Grounded in our core values of intersectional feminism, people-centred approaches, belonging, shared responsibility and strong partnerships, our work is guided by the belief that lasting change can be created together. YWCA Hamilton envisions an equitable world where women (cis and trans), girls, Two-Spirit and gender-diverse people have the rights and resources to shape their own lives and lead their communities. Join us in taking bold action that leads to life-changing impacts in our community.

• On-the-job training and professional development opportunities

• Childcare discounts

• Opportunities to get involved in our community

• A competitive total rewards package that may include extended health benefits and paid sick time (eligibility criteria applies)

If you’re passionate about making a positive impact in the lives of women, children, gender diverse people and families every day, we would love for you to join our team!

The Summer Student – Central Administration (Document Management & Automation Projects) will support the organization’s digital transformation efforts by improving how YWCA Hamilton manages, stores, and automates internal documents and workflows. The student will help design, document, and implement systems that enhance information organization, accessibility, and reporting. This position offers an excellent opportunity to gain hands-on experience in digital administration, information management, and workflow automation within a mission-driven non-profit setting.

KEY RESPONSIBILITES:

• Assist in developing and implementing a document management system within Microsoft 365 and SharePoint.

• Review and analyze current document storage practices to identify opportunities for improvement.

• Design automated processes (using Microsoft Power Automate or equivalent tools) to manage document routing, approvals, and version                  control.

• Develop naming conventions, tagging systems, and metadata standards to ensure consistency and ease of retrieval.

• Collaborate with departments to support migration of existing documents into new systems.

• Create user documentation and training materials for staff on new processes and tools.

• Support the integration of document management with organizational workflows for grants, finance, HR, and program administration.

• Participate in team meetings to contribute ideas on digital best practices and process optimization.

• Works safely, reports all workplace hazards and follows all YWCA Hamilton Health and Safety policies and procedures, 

• Familiar with, and adheres to the Occupational Health & Safety Act, (OHSA) Workplace Safety Insurance Board Act (WSIB), Human Rights and          Employment Standards Act (ESA);

• Ensures compliance with YWCA Hamilton policies and procedures;

• Maintains high level of confidentiality/privacy when working with sensitive information;

• Supports the YWCA Hamilton mission, vision and values;

• Performs other duties as required.

• Works 35 -hour work week; with availability to work various shifts including days, afternoons and evenings with travel as required;

• Ability to use frequent light to medium physical effort; lifting up to 22kg, bending and stooping.

• Currently enrolled in a post-secondary program in Information Technology, Library and Information Studies, Business Administration, or a                  related field.

• Strong proficiency with Microsoft 365, including SharePoint, Power Automate, and OneDrive.

• Excellent attention to detail and organizational skills.

• Strong communication skills with the ability to explain technical concepts to non-technical users.

• Interest in information management, digital transformation, or process automation.

• Experience with metadata design, data governance, or document control is an asset

• Must be able to lead and work from a feminist, anti-racist / anti-oppressive perspective for operations and strategic planning;

• Excellent written and verbal communication skills;

• Provide a current Judicial Matters police check or willingness to obtain at own cost;

• Ability to work independently with minimal supervision, and also work effectively in a team;

• Bilingual English/French or other languages an asset.

As part of YWCA Hamilton’s commitment to Access and Equity, we strive to represent the diverse communities that we serve. Individuals who are women, First Nations, Métis, immigrant, refugee, LGBTQ2S+; individuals with disabilities; and individuals from racialized communities or other marginalized communities are encouraged to apply. 

Accommodations are available throughout the recruitment process, if you require accommodation please reach out to jobs@ywcahamilton.org

Personal information collected during the recruitment process will only be used for employment opportunities in accordance with the Freedom of Information and Privacy Act. Only applications from individuals eligible to work in Canada will be considered. YWCA Hamilton may use AI tools to screen, assess, or select applicants during the hiring process.

Thank you for your interest in YWCA Hamilton. Only those selected for further consideration will be contacted.