Administrative Coordinator, Self-Employment Program Support

2 weeks ago

Vancouver, British Columbia, Canada YMCA of Greater Vancouver Full time

Job Summary:

The Administrative Coordinator provides administrative support to the manager, staff, and participants of the Self-Employment Program (SEP). The SEP delivery team supports WorkBC clients through the entire cycle of SEP, equipping participants with the skills, knowledge, and resources to launch their own business.

Key Responsibilities:

  • Provides program information to potential participants and interested parties via email, telephone, virtual, and face-to-face meetings.
  • Tracks clients' participation in the SE program and manages billing and invoicing.
  • Processes invoices, financial claims, and cheque requests and supports the team with compiling data for financial reports and statistics.
  • Creates and adapts orientation documents and support materials; updates forms and templates; reviews and receives SE applications; prepares review committee documents; collects monthly reports.
  • Provides administrative support for program promotion, participant intake and registration, processing of sensitive information, completion of financial documents, and funder reports.
  • Coordinates scheduling for virtual and in-person workshops for program delivery and recruitment workshops.
  • Communicates with program participants regarding workshops, schedules, program changes, and responds to any program participant inquiries.
  • Assists team members with general administrative duties such as photocopying, faxing, scanning, data storage, or creating documents or materials.
  • Provides reception coverage, welcoming visitors, answering or referring inquiries, and directing visitors.
  • Supports the Quality Assurance of service delivery across the Employment and Immigrant Services Department by standardizing processes for recruitment, intake, follow-up, exiting, and maintenance of program and client files.

Requirements:

  • Certificate or Diploma in a related discipline.
  • A minimum of 3 years' experience providing administrative support in an office environment.
  • Proficient in Microsoft Office, including Word, Excel, Outlook, and OneDrive.
  • Strong communication and writing skills.
  • Ability to be flexible, adaptable, and multi-task in a high-demand environment.
  • Effective prioritizing and problem-solving skills.
  • Successful candidates will be required to provide a current and satisfactory Criminal Reference Check/Vulnerable Sector Search issued no later than six (6) months preceding the start date.

About YMCA BC:

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

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:

In addition to bringing a commitment to YMCA vision and values, the candidate should possess the following competencies:

Leading Self

  • Evolving in Professional Capability - Commit to being better.
  • Achieving Excellence and Authenticity - Show up with the best version of you.

Leading Others

  • Developing the Potential in Others - Help people grow and lead.
  • Creating a Culture of Connection - Build bridges between people and partners.

Leading Mission

  • Thinking and Acting Strategically - Make good decisions and act on them.
  • Making an Intentional Impact - Advance the strength and cause of the Y.

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