Administrative Assistant, Ywca Jump Scarborough

2 weeks ago

Scarborough, Canada YWCA Toronto Full time

**Employment Type**:Full-Time, Permanent

**Work Hours**:35 hours per week

**Salary**:$44,665 (per annum, Level 3), plus comprehensive benefits

**Location**:3090 Kingston Road, Suite 205, Scarborough, ON, M1M 1P2
**Internal Application Deadline**: Monday, May 13, 2024
**External Application Deadline**: Wednesday, May 15, 2024

**JOIN OUR TEAM**

The Administrative Assistant is responsible for providing front desk, reception, administrative support, outreach and program support, data entry and accounting support.

**ABOUT YWCA TORONTO - YWCA JUMP SCARBOROUGH**
YWCA JUMP Scarborough is a settlement program for newcomer women, female youth and gender diverse people in Scarborough and surrounding areas. The program has a strong employment emphasis paired with services addressing the adaptation, settlement and integration needs of newcomer women and female youth. A comprehensive portfolio of services include: needs and assets assessment, information and orientation, pre-employment, job search and skills training programs, wellness and mental health supports, community connections and professional networking opportunities; satellite workshops are offered in the North/East end of the GTA.

**KEY RESPONSIBILITIES**
- Answers, screens and redirects calls on a busy switchboard;
- Greets and directs clients and visitors to appropriate services;
- Promotes and provides information about services and other YWCA programs on the phone and in-person;
- Monitors incoming calls and in-person inquiries to ensure client receives timely and appropriate level of staff attention;
- Pre-screens, assesses and refers clients to appropriate programs and information session;
- Types correspondence and documents as required schedules and sets up meetings/appointments as requested, including booking space and equipment, moving furniture and equipment, arranges for refreshments;
- Assists in participant outreach, pre-screening, and acceptance into the program; uploads client information on tracking databases and spreadsheets;
- Helps with set-up for events involving transporting materials, lifting boxes, banners etc;
- Assists in processing accounts payable entries into the Finance Department program;
- Shares responsibility for building security, including opening and night lock-up.

**QUALIFICATIONS**
- In-depth knowledge of an academic or technical discipline normally acquired through completion of a community college diploma (e.g., business administration, commerce or related field). (**Cases for Equivalency will be considered)**;
- 1-3 years’ experience delivering office administration in customer facing environments is required;
- Very strong organizational skills and detail-oriented with the ability to follow through on competing tasks and meet deadlines;
- Superior customer service, verbal and written communication skills;
- Able to work flexible and extended hours;
- Able to travel and use public transport for outreach activities;
- Motivated to engage with a variety of people (e.g., participants, employers, guest speakers) and deliver exemplary service and maintain discretion, ethical boundaries and confidentiality;
- Demonstrated skills in resolving client concerns, dealing with a diverse range of participant needs, upholding respect and diplomacy when handling challenging situations;
- Ability to thrive in a consistently changing work environment and work;
- Ability to work both in a team and be self-directed to work independently;
- Experience using, OneDrive, Eventbrite, Zoom, MS Teams, LinkedIn and/or Learning Management Software is an asset;
- Marketing experience is an asset;
- Knowledge of another language an asset (e.g., Mandarin, Urdu, Hindi);
- Healthcare experience and/or healthcare connections will be considered an asset.

YWCA Toronto is a Scent-Sensitive Workplace.

**Posting Date**: May 3, 2024

YWCA Toronto transforms lives. As the city’s largest multi-service women’s organization, we help women and gender diverse people escape violence, move out of poverty and access safe, affordable housing.

We work tenaciously to break down barriers that hold women and gender diverse people back from achieving equality.

**Vaccination Policy**: In accordance with YWCA Toronto’s COVID-19 Vaccination Policy, all YWCA Toronto employees, students and volunteers are strongly encouraged to obtain all COVID-19 vaccinations and booster doses as recommended by Toronto Public Health

YWCA Toronto is a Scent-Sensitive Workplace.

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