Program Assistant

2 weeks ago

Vancouver, Canada YMCA of Greater Vancouver Full time

Date Posted:  June 13, 2024

Position Title:  Program Assistant

Location:  Robert Lee YMCA. Travel required to other locations.

Terms: Permanent, Full-Time 

Start Date:  As soon as possible

End date:  Permanent Position if funding is available 

Shift:  35 hours per week. Some evenings or weekends based on program needs.

Salary: $ 50,000.08 annually

Start Dare:  As soon as possible

Reports To: Manager, Adult Learning and Newcomer Services 

Situation:

The YMCA BC is a charity dedicated to strengthening the foundations of community, by nurturing the potential of children, teens & young adults, promoting healthy lifestyles, fostering a sense of social responsibility and delivering lasting personal & social change. We are building a community in which a generation of children and families reach their full potential. Our values guide our decision-making and behaviour—we do the right thing, put people first, keep our promises and lead by example.

Function:

The Program Assistant will receive and respond to telephone inquiries in a timely and professional manner and manage multiple program referrals. The individual will provide accurate word-processing support, editing & composing a wide variety of documents, assisting with organizing meetings and/or special events and research projects as directed. The individual will develop and maintain a well-organized filing system (paper and electronic) and uploading documents to our database that permits easy reference and rapid retrieval of information. This position requires excellent organizational skills, effective time management, detail-oriented, and prioritizing and multi-task in a fast-paced environment. Proficiency with computer applications/databases, excellent math skills, and strong communication skills with a diverse population are essential.

Major Responsibilities:  

Respond to program inquiries and needs. Maintain database integrity through accurate collection of information. Develop program administrative systems for efficiency.  Attend and take minutes of team meetings. Participants registration and follow up Provide budget support through purchase of office and program supplies. Develop and distribute program promotional materials. Submit monthly program occupancy reports. Process new memberships, renewals, changes and overall maintenance of memberships.  On-site support for programs when staff are on vacation or sick. Create and maintain reports and files. Identify areas of concern and problem solve regarding administrative responsibilities. Volunteer onboarding: process reference checks, register for trainings, and keep track of documents. Maintain and update computerized files, inventories and database systems. Organize, send, and receive office courier and mail. Perform other related duties as required and be flexible to a changing work environment.

Qualifications/Experience:

Combination of education and experience in related field. A minimum of 1 years’ experience in an administrative assistant role. Experience maintaining & working with databases.  Demonstrate a high level of organizational, administrative, and customer service skills. Detail oriented while managing multiple tasks at once. Proficient with Microsoft Office (Excel, Word, and Publisher). Salesforce experience an asset. Excellent verbal and written communication skills. Proficiency in a second language an asset. Ability to work independently and in a team environment. Take initiative and manage time effectively in a fast paced changing environment. Analytical and problem solving skills. Successful candidates will be required to provide a current and satisfactory Criminal Record Check with Vulnerable Sector Search issued no later than six (6) months preceding your start date. Three successful Reference Checks.

Competencies:

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

Commitment to Organization and Values: Demonstrates and promotes a personal understanding of and appreciation for the mission, vision, outcomes and values of the YMCA.

Leadership: Motivates and inspires self and others to take action to achieve desired outcomes.

Communication: Communicates in a thorough, clear and timely manner. 

Creativity and Innovation: Develops new ways or adapts existing ideas to improve programs and service.

Team Work: The ability to work effectively with others to achieve optimal results.

Product Knowledge: Thorough understanding of the components required in providing quality care.

Application Process: 

Application Deadline: Until filled, consideration of candidates will begin immediately.

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