Beams Administrative Assistant

**Days/Hours of Work**:10 hours per week.

**Union**: BCGEU Standalone collective agreement

**Closing Date**:Applications will be accepted until the position is filled. The anticipated start date is June 16th.

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Under the direction of the BEAMS manager, the Administrative Assistant provides confidential administrative support to the BEAMS project. Key responsibilities include coordinating meetings and events, tracking expenditures, maintaining files and databases, preparing reports, and handling client communication and inquiries.

**KEY RESPONSIBILITIES**:
**Scheduling & Logistics**
- Coordinate program calendars, events, guest speakers, and group work experience
- Maintain BEAMS, staff, and vehicle schedules
- Support updates to program materials (e.g. Canva calendar, bulletin boards)
- Assist with timesheet coordination and staff absence tracking

**Financial & Administrative Support**
- Track expenses, scan receipts, and flag potential budget issues
- Process honorariums, requisitions, and purchases as directed
- Maintain records of financial supports (e.g. bus tickets, gift cards, vouchers)
- Assist with timesheets, petty cash, mileage forms, and invoice tracking
- Liaise with Finance to ensure timely payments and compliance with procedures

**File Management & Reporting**
- Maintain participant files and update electronic databases
- Support report preparation by tracking key program data
- Create and manage sign-up sheets, contact lists, and documentation

**Client & Community Communication**
- Schedule and confirm client appointments, workshops, and events
- Send monthly program information to community partners
- Support client service delivery and reception duties as needed

**Safety & Facility Support**
- Submit maintenance requests and support building tidiness and safety
- Contribute to creating a clean and welcoming drop-in environment

**Technology & IT Coordination**
- Provide basic IT troubleshooting and equipment coordination
- Assist with IT and HR service requests as directed

**Team Support**
- Prepare and distribute meeting agendas and minutes
- Participate in team meetings and activities
- Provide vacation coverage and perform other related duties as needed

**EDUCATION AND EXPERIENCE**:

- High School, Grade 12 diploma
- Minimum 2 years of related Administrative Assistance experience
- Completion of recognized administration courses in Microsoft Office Suite
- First Aid Certification (preferred)
- Naloxone training
- Experience working with vulnerable populations including those who are experiencing mental health issues, substance-use, and housing insecurity, including being unhoused.

**SKILLS AND ABILITIES**:

- Skilled in MS 365 (Outlook, Excel, Teams, etc) & ShareVision
- Ability to maintain strict confidentiality
- Ability to remain positive and focused while adjusting to changing priorities
- Strong organizational skills and the ability to manage multiple competing priorities
- Intermediate conflict resolution skill
- Ability to work both independently and as a member of a team

**ADDITIONAL INFORMATION**:
Beacon Community Services serves vulnerable populations, including seniors, people with disabilities and children. Protecting these people and our teams on whom they rely is critical to us. Accordingly:

- All successful applicants must consent to a Solicitor General’s Criminal Record Check.
- All successful applicants are required to disclose their COVID-19 vaccination status upon hire. Depending on future public health developments, Beacon may implement a vaccination requirement as a condition of ongoing employment for all our workplaces.