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Receptionist/administrative Assistant/data

3 months ago

Scarborough Village, Ontario, Canada YouthLink Full time
January 23, 2023 Posting # 1316
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YouthLink believes in the potential of every youth. We are dedicated to providing them with the support, guidance and opportunities they need to make positive life choices. We provide youth with brief and ongoing counselling, in-home wraparound support, shelter, housing, educational support, and safe drop-in spaces. _
YouthLink works towards equitable outcomes for youth in our community and, as such, is committed to equity-based hiring practices._

YouthLink Benefits are Top of Class

  • Competitive pay
  • Health & dental coverage for you and your family with 100% premium cost paid by employer.
  • Annual vacation with pay at 1.66 working days for each calendar month to a maximum of
    20working days per year.
-
5'authorized absence' days for family illness or emergency circumstances that prohibit employees from reporting to work.
-
3 paid agency days every calendar year after 3 calendar months' service.

  • Maternity / parental /adoption leave topup payments (to topup Canadian government unemployment benefit payments).
  • 100% premium cost for longterm disability coverage paid by employee.
  • Eligibility to participate in pension plan after 2 years of continuous service with generous matching contribution from employer.

Receptionist/Administrative Assistant/Data Management

(Contract Full-time 35 hours per week)

(Starting ASAP - December 4, 2023)

(Bargaining Unit Position)


This position is responsible for supporting the administrative workflow for the program including: data inputting & integrity, volunteer support, student/funder reporting, monitoring, ordering and tracking student financial supports, reception, mail/courier, client files, and supplies, system troubleshooting and general administrative tasks.


Highlights of Your Role

Administrative Duties:

Responds to volunteering inquiries and schedule time to meet with Manager, Academic Supports and Volunteer Engagement. Supports with marketing, volunteer event and program events as well as preparation of all volunteer onboarding materials and presentations. Ensures accuracy and completeness of volunteer files. Takes a lead role in posting in the Program social media outlets such as Instagram and Facebook. Creates files for new students. Maintains, active, pending and withdrawn/graduated student file system (including electronic & physical records) & participates in file audits. Reports student data to Pathways Canada in accordance with information sharing agreements. Maintains records on distribution of budget items (office supplies, student financial supports, and petty cash). Orders, distributes and reconciles student weekly financial supports in accordance with the program.

Works with Senior Program Manager to develop systems to ensure program efficiencies, including maintaining a calendar of staff attendance, room bookings & other logistics.

Places orders for supplies & ensures all relevant office deliveries.

Data Management:

Receptionist Duties:

Provides information, referrals, &/or redirects client enquiries in person or by telephone. Maintain internal and external program contact lists and facilitates communication and referral. (5%

Provides reception support to the Pathways office where applicable, including greeting, screening, directing visitors, etc. Implement disinfecting areas as per the COVID -19-safety measure checklist.

Supports Organization's Strategy:

Actively contributes to the Agency's Strategic Plan by participating in initiatives and committees to support the overall Plan.

Takes all reasonable and necessary precautions to protect his or her own health and safety and that of co-workers by complying and demonstrating knowledge of the policies, procedures and safe practices established by YouthLink

Highlights of What You Bring

Education:

Experience:

  • Two (2) years experience working in a similar role in a community based organization.
  • Demonstrated experience working with databases, filing, budgets, petty cash systems.
  • Experience working in a nonprofit and working with at risk youth and families as well as with community based referrals is an asset.
  • Knowledge of Scarborough based school systems and referral supports is an asset.

Skills:

  • Ability to multi task in a very busy team environment.
  • Ability to work effectively both independently and as member of a multidisciplinary team.
  • Excellent customer service, interpersonal skills, with demonstrated ability to work with clients and staff to ensure a welcoming, effective and efficient working environment. Able to respond to challenging behaviours calmly and professionally.
  • Strong time management and organizational skills.
  • Demonstrated ability to be flexible, and possess excellent organization and problemsolving skills.
  • Demonstrated knowledge of, and sensitive to, the impact of social, economic, environmental and cultural issues on diverse commun