Administrative Assistant, Project Based Labour

3 weeks ago

Surrey, Canada YMCA of GREATER VANCOUVER Full time

**Date Posted**: February 16, 2023

**Position Title**: Administrative Assistant, Project Based Labour Market Initiative

**Location**: This position will be remote, working virtually

**Terms**:Temporary Contract, Part-Time

**Hours of Work**: 24 hours per week

**Start Date**:As soon as possible

**End Date**:Estimated August 2023 (22 weeks contract)

**Rate**: $26.24 per hour

**Reports to**: Project Coordinator, Project Based Labour Market Initiative

**Nature and Scope**:
The Administrative Assistant will provide administrative support to the Project Coordinator and manages all financial recording aspects of the project. It also includes the processing of invoices and payment related to the project as well as managing financial supports for project participants.

This position will provide necessary support with all administrative duties to the staff, project and participants.

**Major Responsibilities**:

- Provides administrative support for: program promotion, participant intake and registration, processing of sensitive information, completion of financial claims, and funder reports
- 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.
- 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
- Travel occasionally in Surrey, Vancouver for meetings or to distribute promotional material
- Additional administrative projects and duties as assigned

**Qualifications/Experience**:

- A minimum of 2 year of 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
- 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

**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:

- **
Do the right thing** - We are caring, respectful, honest and responsible in all we do
- ** Put people first** - We believe in the strengths, perspectives and passion of people
- ** Keep our promises** -We do what we say we will do
- ** Lead by example** -We are courageous, speak with conviction, listen attentively and collaborate

**Competencies**:
**Leading Self**:

- Evolve in Professional Capability - Commit to being better
- Achieve Excellence and Authenticity - Show up with the best version of you

**Leading Others**:

- Develop the Potential in Others - Help people grow and lead
- Create a Culture of Connection - Build bridges between people and partners

**Leading Mission**:

- Think and Act Strategically - Make good decisions and act on them
- Make an Intentional Impact - Advance the strength and cause of the Y

Please submit your cover letter and resume.

**Application Deadline**:By 6PM February 24, 2023

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