Job Posting 66387

Program Assistant
S.U.C.C.E.S.S.
Vancouver & Lower Mainland, Vancouver
closes in 8 days (Sun, 6 Dec)
full time - term / contract  •  $19.00 - $20.00 per hour

Division: Career & Youth Services

 

Program: Youth Programs

 

Number of Positions: 1

 

About the Position:

The Program Assistant assists the Program Manager and Youth Workers in administrative tasks related to multiple youth programs. The Program Assistant will be responsible for processing all purchases and financial records, organizing and maintaining up to date records, supporting clients as needed, 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
  • Compiles risk assessments and helps coordinate with external vendors regarding field trips, camping trips, volunteer trips, or trainings
  • Supports with client communication and intake interviews as necessary
  • 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
  • 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
  • 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
  • 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
  • Provides peer review feedback regarding co-workers paperwork alignment with expected requirements
  • Organizes special events, including venue bookings, creating agenda, confirming attendees, purchasing decorations and ordering refreshments
  • Provides staff training on updated administrative procedures as necessary
  • Helps Program Manager with on boarding new staff and supporting staff’s needs
  • Supports youth worker with workshops 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 
  • Second language in Mandarin, Cantonese or Korean is an asset 
  • Excellent group facilitation skills 
  • Excellent interpersonal and intercultural communication skills 
  • Able to work independently and as a team 
  • Excellent time and resource management skills 
  • Excellent computer skills (including internet proficiency) 
  • Able to work with individuals and communities facing cultural adjustment challenges 
  • Able to create and maintain client records and reports 
  • Able to design, promote, deliver and facilitate orientation and education workshops 

Other Requirements:

  • Clear criminal record check 
  • Occasional evening and weekend duties  

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