Administrative Coordinator, Community Operations

2 months ago

Vancouver, Canada YBC Full time

**Date Posted**: November 1, 2024

**Position Title**: Administrative Coordinator, Community Operations

**Location**: Robert Lee YMCA (955 Burrard St. Vancouver)

**Terms**: Term, Full-Time

**Hours**: 35 hours per week (Hybrid setting)

**Shifts**: Monday - Friday, hybrid setting

**Start Date**: January 6, 2025

**End Date**: March 31, 2026 (with possibility of extension)

**Salary**: $45,000-$50,000 per annum

**Reports To**: Manager, Y Mind

**Benefits**: YMCA Staff Membership; Group Benefits; Discount on Childcare Services, and more.

**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.

At the YMCA BC, people are our greatest asset, and we are proud to be an employer of choice. Working at the YMCA BC means you are part of a fun, positive team in an environment of honesty, caring, respect, responsibility, and inclusivity. We are committed to providing our community with the support it needs to thrive through employment, youth services, and programming for families and seniors. We believe a vibrant, healthy community is one in which everyone feels a sense of belonging and connection.

**Nature and Scope**:
**Major Responsibilities**:

- Coordinates and tracks the delivery of externally funded programs, supports reporting needs
- Maintains ongoing correspondence, database entry and meeting notes with relevant partners to ensure that information is up-to-date and appropriate to the needs of the mental wellness team
- Processes invoices, financial claims and cheque requests and supports the team with compiling data for financial reports and statistics
- Review and create systems and tracking documents as required
- Supports the compilation, tracking and development of memorandum of understanding, contracts and invoices; support to development of proposal responses as needed
- Identifies areas of concern, and problem solving regarding administrative responsibilities
- Coordinates and tracks the delivery of externally funded programs, supports reporting needs
- Provides scheduling coordination for virtual and in-person training for program facilitators and information session for potential partners.
- Assist team members with general administrative duties such as photocopying, faxing, scanning, data storage or creating documents or materials

**Experience/Qualifications**:

- Certificate or Diploma in a related discipline
- A minimum of 3 years’ experience providing administrative support in an office environment
- Proficient in Microsoft Office products including Microsoft Word, Excel, Power Point, and Office 365, and willingness to learn new programs as needed
- Demonstrated experience in developing, reviewing and editing meeting notes, minutes, contracts, memorandums of understanding and/or budgets to support partnerships
- Well-developed interpersonal, and relationship building skills; ability to establish rapport and excellent communication with members including community partners, staff and volunteers; excellent written communication skills
- Ability to be flexible, adaptable and multi-task
- Demonstrated ability to make sound judgments and decisions; effective prioritizing and problem-solving skills
- High degree of independence and initiative within a team environment
- The YMCA has implemented a mandatory COVID-19 vaccination policy requiring all staff and volunteers to be fully vaccinated, as per the timeline set out by the province.

**Competencies**:

- Leadership/Coaching - Ability to direct and develop performance of others to achieve desired result.
- Service Strategy - Ability to identify the needs and wants of members/participants as a priority and respond in an effective and timely manner to enhance every person’s YMCA experience.
- Negotiation/Communication/Interpersonal Skills: Ability to speak, write, listen and secure information in many settings. Ability to cooperate with others to achieve results. Ability to create and build relationships inside and outside the organization.
- Problem Solving - Ability to identify an issue, gather and processes relevant information, determine possible solutions, selects appropriate responses and implements and evaluates them.
- Initiative/Enthusiasm/Innovation - Ability to manage and lead to

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