Program Assistant

At S.U.C.C.E.S.S., you will be able to grow and develop alongside a diverse team of professionals and enjoy great benefits and perks. Experience what it is like to join a purpose-driven organization and make meaningful contributions to our community. Explore our amazing new opportunities.

**Division**: Career and Youth Services

**Program**: Youth Leadership Millennium (YLM)

**Employment Type**: Permanent Full-Time

**Number of Position**: 1

**About the Position**:
The Program Assistant assists the Program Manager and Youth Workers in administrative tasks related to the operations of the program. The Program Assistant will be responsible for processing all purchases and financial records, organizing and maintaining up to date records, organizing and taking meeting minutes, and compiling data and reports.

**Reports to**: Youth Program Manager

**Key Duties & Responsibilities**:

- Provides administrative support in keeping office records, maintaining participants’ files and compiling statistics and reports
- Handles invoices, prepares purchase orders, and processes payments on behalf of youth team
- Generates content to post on social media (Facebook and Instagram), including making advertisements’ payments
- Provides administrative support to staff and clients
- Supports with client communication and intake interviews as necessary
- Communicates with youth program volunteers and offers general volunteer trainings as needed
- Participates in networking meetings with external agencies and other methods to develop community partnerships
- Keeps inventory of programs resources that may be referred to clients for their benefit
- Compiles risk assessments and helps coordinate with external vendors regarding field trips, camping trips, volunteer trips, or trainings
- Provides general facility support (e. office and equipment)
- Maintains office inventory, such as program supplies and cleaning supplies
- Performs reception duties, such as responding to inquiries made in person or by phone
- Shares with youth team about findings from committees at S.U.C.C.E.S.S.
- Responsible for taking meeting minutes, preparing meeting agendas, coordinating room bookings, and communicating schedules with co-workers
- Registers applicants and confirm appointments for information sessions and workshops
- Prepares participants’ handouts according to program guidelines
- Assists in developing flyers, brochures and other methods to promote program and job placement activities
- Assists in marketing the program to referring agencies, the wider community and the general public
- Prepares and processes all financial reports in a timely manner
- Responsible for keeping electronic and physical program records organized, documenting necessary data and communicating with co-workers about new resources
- Supports PQI peer reviewing regarding co-workers’ paperwork alignment with expected requirements
- Organizes special events, including venue bookings, creating agenda, confirming attendees, purchasing decorations and ordering refreshments
- Supports other program staff with various duties, including booking interviews, evaluations, and arranging meetings
- Provides staff training on updated administrative procedures as necessary
- Helps Program Manager with on boarding new staff and supporting staff’s needs
- Represents S.U.C.C.E.S.S. at various networking meetings
- Supports facilitation sessions as needed
- Performs other related tasks as assigned by Program Manager or Program Director

**Qualifications & Experience**:

- Post-secondary education in business, accounting or related field
- Two years of relevant experience
- A combination of relevant education and experience may be considered
- Experience in working with new immigrants and youth
- Experience with administrative systems development and implementation

**Job Skills & Abilities**:

- Excellent verbal and written communication skills
- Ability to communicate in multiple languages is preferred
- Ability to maintain accurate records and to prioritize tasks
- Ability to deal effectively with cultural differences and various barriers experienced by youth
- Excellent interpersonal skills with ability to take initiative and multi-task
- Excellent organizational skills with ability to meet deadlines
- Client-centered with excellent customer services skills

**Other Requirements**:

- Criminal Record Check Required
- Ability to work weekends and evenings as required

About S.U.C.C.E.S.S.:
S.U.C.C.E.S.S. is a multicultural social services agency and registered charity located on the unceded Coast Salish lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations, S.U.C.C.E.S.S. has been helping Canadians and newcomers to achieve their full potential on their Canadian journey since 1973. We are one of the largest social service agencies in Canada, with offices in BC, Ontario and internationally/abroad. We