Office Manager and Client Services Coordinator

**Full-Time Employment Opportunity**

**Office Manager and Client Services Coordinator**

**Job ID: 22-028CS**

**Organization Overview**:
YWCA Edmonton is a powerful voice for equity and has been leading social change and progress for women and families in the Edmonton 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.

What we can offer you:

- Professional development and learning opportunities
- A rewarding experience to make an impact in another person’s life

**Job Summary**:
**Employment Type**:
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*).

**Major Responsibilities**:
**I. 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

**II. 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 standing with the Alberta College of Social Workers
- Minimum of 2 years of experience providing excellent customer service in an office reception setting
- High level of proficiency with Adobe Acrobat, Microsoft Office including Word, Excel and Outlook
- Experience with Titanium Scheduling software an asset
- Excellent verbal, written and communications skills with a focus on accuracy and discretion
- Ability to work in an efficient manner and adapt to changing priorities
- Able to work independently when needed and to problem solve
- Willingness to assist other departments with day-to-day tasks and special projects

**Diversity**:
**Acknowledgment**:
YWCA Edmonton acknowledges that we are on the traditional land of Treaty 6 Territory and the Metis Homeland of Region 4. The footsteps of diverse Indigenous peoples have marked this territory from time immemorial — First Nations, Metis, Inuit, and now settlers from around the world. We are all treaty members, with recognition and respect for Indigenous Peoples and the traditional territories on which we live, work, and p