Office Administrator, Employment and Training

Job DescriptionUnder the supervision of the Administrative Coordinator of Employment and Training Services, the Office Administrator performs administrative support duties to support programs across the department of Employment and Training Services. In addition to administrative support, this role will provide reception services at the YWCA Cause We Care House, Vancouver, BC.

**Responsibilities**
- Under the direction of the Administrative Coordinator, the Office Administrator will provide cross-departmental administrative support to programs operating on site, and off site as required
- Refers clients to other YWCA programs, WorkBC and community resources
- Arranges room bookings for the Employment and Training Services Department and booking meetings on Outlook Calendar
- Coordinates special events and meetings that occur either in person, virtually or hybrid
- Coordinates the Health and Safety drills and procedures on site
- Sets up technology equipment (virtual conferencing, smartboard, computer systems) in preparation for meetings and events; troubleshoots technical issues as they arise
- Assists in client outreach, books intakes and coordinates paperwork for client onboarding
- Follows up with clients as required, e.g., confirming appointments, program acceptance, testimonials, employment status
- Organizes digital client files; maintains accurate client records; sends and collates client surveys
- Assists in the creation of narrative and program statistical reports; compiles client testimonials
- Prepares invoices, tracks expenditures, reconciles Visa and petty cash
- Coordinates purchasing and maintains supply inventory
- Arranges client supports such as wage subsidies, transit, childcare, training supports
- Posts updates and announcements on digital platforms such as Eventbrite, Slack, LinkedIn for client outreach and engagement
- Working in a team to provide support in program start up and close-out activities
- Provides support to program managers in the recruitment, onboarding and orientation of new staff and volunteers
- Works with the Administrative Coordinator and administrative team to improve workflow procedures and systems across the department; identifying best practices and suggesting solutions for improved workflows and consistencies
- Conducts other related administrative duties and projects as assigned

**Qualifications**
- Related experience delivering office administration in customer facing environments; at least two years of experience in this role is desired
- Must be reliable and possess strong organizational skills; attention to detail
- Ability to follow through on tasks and prioritize workload to meet deadlines
- Motivated to engage with a variety of people (e.g., clients, guest speakers, funders), deliver exemplary service and maintain discretion, ethical boundaries and confidentiality
- Demonstrated skills in resolving client concerns, dealing with a diverse range of client needs, upholding respect and diplomacy when handling challenging situations
- Ability to plan and coordinate special events
- Ability to adapt to a consistently changing work environment
- Ability to work both in a team and be self-directed; motivated to work with others
- Intermediate to advanced skills in the following digital platforms: SharePoint, Word, Excel, PowerPoint, Forms, Teams
- Technical aptitude with online platforms: Zoom, Slack, Eventbrite. Ability to efficiently learn new technologies such as Salesforce, LMS
- Demonstrated commitment to equity, diversity and inclusion
- Must be able to work in person during office hours at the YWCA program location; willingness to work at and commute to other YWCA locations in Metro Vancouver on occasions
- Ability to work after hours and weekends on occasion for special events
- A valid clear criminal record check (including working with vulnerable populations) is required to start employment
- Successful applicants are required to be fully vaccinated against COVID-19, exemption requests must be supported by valid, legal documents
How to Apply

**Attention: Hiring Committee