Assistant, Administration

3 weeks ago

Vancouver, Canada YMCA of GREATER VANCOUVER Full time

**Position Title**: Administrative Assistant, Youth Employment Bootcamp

**Location**: Robert Lee YMCA (955 Burrard Street, Vancouver)

This position will work on-site at Robert Lee YMCA

**Terms**:Term, Full-Time

**Hours**: 35 hours per week

**Start Date**:As soon as possible

**End Date**: March 31, 2024, possible extension with continued funding

**Salary**:Under Review, includes benefits

**Reports To**: Manager, Youth Employment Programs

**Nature and Scope**:
The YMCA Youth Employment Bootcamp program is designed to support youth with barriers to employment to develop fundamental life, social and employability skills. This occurs through a series of workshops and training sessions followed by a practical work experience.

This position provides administrative support to the Youth Employment Bootcamp program, including support with data entry and statistical tracking of program participant information and outcomes. The work environment is very fast-paced, with a high volume of program participants, many of whom present with unique needs and challenges.

**Major Responsibilities**:

- Provides administrative support for: program promotion, participant intake and registration, processing of sensitive information, wage subsidy allocations and disbursements, completion of financial claims, and funder reports
- Provides reception coverage with the following responsibilities: welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries and directing visitors
- Maintains and updates computerized files, inventories and database systems.
- Communicate with program participants regarding workshops, schedules, program changes and respond to any program participant inquiries
- Administratively supports program staff in meeting the obligations of the funder. Assists with program needs, mass mail outs, formatting documents, filing, data entry, ordering office supplies, booking rooms, and creating schedules etc.
- Assist team members with general administrative duties such as photocopying, faxing, scanning or creating documents or materials
- Processes invoices and cheque requests and supports the program team with compiling data for financial reports
- Assists in the development, preparation and administration of program statistics regarding participants and projected goals for year.
- Assists with the creation and updating of participant and host files, and assists with file audits. Responsible for ensuring files meet audit standards.
- Identifies areas of concern, and problem solving regarding administrative responsibilities
- Models appropriate behaviours to staff in line with our Mission, Vision and Values; Establishes rapport and maintains effective relationship-building behaviours with staff and members. Represents the YMCA and the Association in a professional manner in internal and external forums;
- Occasional travel between Surrey and Vancouver for meetings
- Occasional work may be required in evening or on weekend for special events
- Additional administrative projects and duties as assigned

**Qualifications**:

- A minimum of 2 years’ experience providing administrative support in an office environment
- Certificate or Diploma in related discipline or equivalent combination of education and experience
- Strong communication and writing skills
- Ability to be flexible, adaptable and multi-task in high demand environment
- Demonstrated ability to make sound judgments and decisions; effective prioritizing and problem solving skills
- Well-developed interpersonal skills
- Computer proficient - Microsoft Office including Word, Excel, and Office365
- High degree of independence and initiative within a team environment
- Experience and sensitivity in dealing with members of different cultural and racial backgrounds, including visible and invisible dimensions of diversity
- Emergency First Aid/CPR-C Certificate required, can be obtained within 30 days of start date

**Situation**:
YMCA BC is a charity dedicated to strengthening the foundations of community, by nurturing the potential of children, teens & young adults, promoting healthy lifestyles, fostering a sense of social responsibility and delivering lasting personal & social change to grow in spirit, mind, and body.

Since January 2023, YMCA of Northern British Columbia, YMCA-YWCA of Kamloops and YMCA of Greater Vancouver are officially one association, with one mission to strengthen our impact for communities across British Columbia. We are YMCA BC - Even Stronger Together. This transition marks a new chapter in our long-standing history of building communities, transforming lives, and connecting people of all ages, stages, backgrounds and abilities, to unique opportunities to learn, grow, and reach their potential.

YMCA BC provides services in health, fitness & aquatics, child care, camping, employment & community services to over 150,000 participants annually. Our values guide our decision-making and behavior:

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