Office Manager

2 days ago

Edmonton, Canada YWCA Edmonton Full time

**Employment Opportunity**
*Office Manager & Client Services Coordinator
*

**About YWCA Edmonton**
YWCA Edmonton is a powerful voice for equity and has been leading social change and progress for
women, families and gender-diverse individuals in the capital region since 1907. Part of an
international movement, YWCA Edmonton is a trusted provider of services, programs and advocacy
work that transforms lives and helps build a stronger, healthier, and equitable community for all. We
provide education and services to thousands every year through leadership programs, counselling,
outdoor education, healing retreats and supporting people with disabilities.

**Job Summary**
Office Manager and Client Services Coordinator plays an essential role in supporting YWCA Edmonton
overall operations, projects and the Counselling Services department. This full-time position performs
a wide variety of administrative support services, ranging from complex to routine. They will need to
utilize excellent communication, diplomacy and organizational skills as they work as a key member of
YWCA Edmonton and Counselling Services. This is a unique and key position in the organization which
essentially combines the skills of a receptionist, office manager and front-line support worker. This is a
position that requires _excellent _client service and support skills and the ability to work collaboratively
challenges and changes independently all the while maintaining client confidentiality, discretion, and
professionalism. The Office Manager and Client Services Coordinator is often the first point of contact
for clients, community partners and staff. They help create a welcoming and safe space at YWCA
Edmonton.

**Hours of work and location**
Full-time (37.5 hours/week), hours typically between Monday - Friday from 8:50 am to 5:10 pm. Some
additional after-hours or weekend work may be required. _*Please note: This position may be required to_
- provide evening coverage for Counselling Services on Tuesday and Thursdays from 5:00 pm to 9:00 pm*._

**Responsibilities**:
**Office Management & Reception (Primary Responsibility)**
- Welcome visitors to YWCA Edmonton upon entry.
- Assist with answering calls received through Zoom Phone with a high volume of callers with

varying inquiries.
- Possess a strong understanding of services offered by YWCA Edmonton and be able to

clearly express and share this knowledge with the public.
- Lock up and secure the office at the end of day.
- Ensuring the maintenance of general office space and operations (ex. maintain and

distribute office contact list; receive, sort, distribute mail and packages, and post outgoing
mail; general office maintenance etc.).
- Maintain Rental Facility bookings and equipment coordination.
- Submit reports to Finance Department on postage and printer allocation.
- Maintain office and kitchen supply inventory and ordering procedures.
- Ensure office aesthetics meets professional and organizational standards.
- Manage FOB administration system, offsite keys, and parking requests.
- Send out interoffice communications as needed.
- Implement and maintain Fire Plan, Emergency Procedures, Panic Alarm system and

emergency equipment.

**Social Work Support & Counselling Administration (Secondary Responsibility)**:

- Help screen new clients for urgency of accessing therapeutic services or make accurate

referrals to other programs and services outside the agency.
- Process client intake paperwork for Counselling Services.
- Assess client fees, process payments, reconcile and compile weekly deposits.
- Ensure therapists in Counselling Services are apprised of any urgent matters related to their

clients.
- Properly maintain both digital and physical files of confidential information and paperwork

related to our clients.
- Input and manage client data on counselling database (Titanium Scheduling Software) and

ensure forms are completed for up-to-date statistics for the department.
- Offer System Administrator support for essential Counselling Services programs such as

Titanium Scheduling Software and Zoom Video Conferencing.
- Assist with ongoing maintenance of YWCA Edmonton’s website program and service details.
- Collaborate and work effectively with the RSW Service Coordinator to support client intake

and counselling services.

**Qualifications Required**:

- A Bachelor’s Degree in Social Work or equivalent field.
- A sound understanding of YWCA Edmonton and other community resources.
- Clear Criminal Record and Vulnerable Sector Check, and Child Intervention Record Check.
- Training in suicide risk assessment, non-violent communication/assertive communication,

and mental health first aid.
- Thorough knowledge of gender-based violence and its impact on women and girls.
- Demonstrated knowledge of inclusion, diversity, equity and accessibility practices and

policies.

**Qualification Preferred**:

- A minimum of 2 years experience as a Registered Social Worker in good sta

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