Program Assistant (Paramedic Services)
Job Number: 3167
Job Type: Part-Time
Location: 1001 Erb’s Road, Waterloo, ON / 120 Maple Grove Road, Cambridge, ON
Number of Positions: 1
Department: Paramedic Services Administration
Division: Public Health and Paramedic Services
Hours of Work: 24 hours per week / 3 days per week (IN PERSON/IN OFFICE)
Union: CUPE 1883
Grade: CUPE 1883 Grade 005
Salary Range: $28.84 - $32.64 per hour
Posting Date: July 31, 2025
Closing Date: August 7, 2025
Current Assignment: Paramedic Services Admin Team

ABOUT US!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.
Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051.
Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of office and administrative procedures, basic accounting, word processing, and communication skills acquired through a Grade 12 education plus 2 years of related experience.
• Knowledge of and ability to comply with policies, procedures, and related standards and legislation (e.g., privacy, accessibility). Familiarity with basic medical and program terminology and abbreviations.
• Ability to maintain confidentiality, and access and privacy procedures when handling confidential and sensitive material.
• Time management, organizational, and attention to detail skills to coordinate/plan own workload per priorities and schedules; work independently; ensure reports and correspondence are prepared, distributed, and filed per corporate, divisional, and Ministry standards and deadlines/timeframes; and adapt to changing priorities.
• Communication and interpersonal skills to relate effectively and respond courteously and professionally to staff, community partners, and the public; understand and meet client needs in a professional, calm, supportive manner per guidelines; and participate as an effective team member.
• Ability to read, understand, and edit program documents (e.g., correspondence, minutes, resource material). Ability to write procedure manual for own job and program correspondence; complete forms and purchase requisitions; and maintain records (e.g., data, contact lists, minutes) using program terminology/abbreviations.
• Computer skills with ability to use software such as Microsoft Office, financial systems, provincial systems, and training registration systems.
• Required to work out of a fully operational paramedic headquarters with exposure to lights, sirens, base pagers and uniformed personnel. Within the office, paramedics may be discussing a variety of calls they responded to, patient situations and outcomes as well as their own mental health, which may be difficult/triggering for some individuals.
• Ability to travel within Waterloo Region.
• Ability to support and demonstrate the Region’s values.
  The Region of Waterloo is an equal opportunity employer dedicated to an inclusive and accessible recruitment process. We actively encourage applications from diverse groups, including Black, racialized, First Nations, Métis, Inuit individuals, women, people with disabilities, and 2SLGBTQIA+ persons, and are committed to equity, diversity, accessibility, and inclusion in the workplace.
  For an accommodation request, please contact us and we will work with you to meet your accessibility needs. Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400 to request an alternate format, or email talentmanagement@regionofwaterloo.ca.
  Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).

THE ROLE

Provides program and administrative support to management and staff in Paramedic Services. Provides customer service to the public, community partners, and staff.

DUTIES/RESPONSIBILITIES

• Assists with new paramedic hiring processes (e.g., enters/tracks data, prepares paperwork, sets up scheduling, signs in applicants, creates new employee files). Follows up with applicants for outstanding documentation.
• Coordinates training and conference arrangements for staff (e.g., applications, registration, payment, accommodations, travel). Records and tracks related expenses, and obtains approvals by deadlines. Responds to related inquiries.
• Creates and maintains program resources (e.g., forms, templates, spreadsheets, contact lists), for approval
• As Records Assistant, maintains records management systems. Assists staff with information requests and follows corporate standards for file storage, retrieval, and disposal.
• Creates, tracks, and maintains courses, workshops, and events in the training registration system for the Division. Registers staff for orientation/training sessions.
• Processes mail and arranges for courier service.
• Keeps keys for program/storage areas and unlocks/secures doors. Issues and tracks identification/ access cards (Ministry and regional). Submits facility work orders as required.
• Participates in meetings (e.g., divisional, program, support staff, work groups).
• Orders, maintains, and tracks an inventory of program supplies. Has a purchasing card to support program needs, as authorized by management. Troubleshoots/ arranges servicing of office equipment and furniture as required.
• Participates in emergency response activities per prescribed role in the Department’s emergency response plan.
• Backs up other program assistants in the Department, as required.
• Performs related duties as assigned.