Job Posting 73340

Administrative Assistant, ECEA & Youth BEAT Programs
YMCA of Greater Vancouver
Work From Home, Vancouver & Lower Mainland
Robert Lee YMCA (Vancouver, BC)
closed 5 days ago (Sun, 25 Jul)
full time - term / contract  •  Under review, includes benefits

 

Date Posted:                     

July 16, 2021

 

Position Title:                   

Administrative Assistant,
ECEA (Early Childhood Education Assistant) Training Program and          
Youth BEAT (Breakthrough to Employment & Training)

 

Terms:                               

Term, Full-Time

 

Location:                           

Robert Lee YMCA (955 Burrard Street, Vancouver)
Currently working remotely until further notice

Estimated return in early fall, subject to public health guidelines

 

Hours of Work:                 

35 hours per week

Salary:                               

Under review, includes benefits

 

Start Date:                        

As soon as possible

End Date:                          

March 31, 2023

 

Reports To:                       

Manager, Youth Employment Programs

 

Situation:

The YMCA of Greater Vancouver 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.

 

For over 130 years, we have been part of the community, a place where people of every age and background find the support they need to grow in spirit, mind and body. One of the Lower Mainland’s leading charities, the YMCA of Greater Vancouver provides services in health & fitness, child care, camping, employment & community services to over 120,000 participants annually.

 

Nature and Scope:

The Early Childhood Educator Assistant (ECEA) is an employment and training program designed to provide training to you ages 18-30 years old to become Early Childhood Education Assistants. This occurs through a multi-phased program beginning with a series of workshops and training sessions followed by practical work experience and on-going employment support.

 

Youth BEAT is an employment and training program designed to support youth living with mental illness in developing fundamental life, social and employability skills. This occurs through a multi-phased program beginning with a series of workshops and training sessions followed by practical work experience and on-going employment and mental health support.

 

This position has the primary responsibility for program administration for both programs. The Administrative Assistant supports programs by setting up structure and process for the delivery of the program. The Administrative Assistant is responsible for data entry and statistical tracking of program participant information and outcomes. The work environment is very fast-paced, with a high volume of program participants. The incumbent will work directly within a team of three staff.

 

Major Responsibilities:

  • Provides administrative support for the following processes: program promotion, participant intake and registration, processing of sensitive information, completion of financial claims, and funder reports.
  • Maintains and updates electronic files, inventories and database systems. Responsible for ensuring files meet audit standards.
  • Administratively supports program staff in meeting the obligations of the funder. Assists with program needs, mass mail outs, formatting documents, filing, ordering office supplies, etc.
  • Assist team members with general administrative duties such as photocopying, scanning or creating documents or materials
  • Processes invoices and cheque requests and supports the team with compiling data for financial reports
  • Provides reception coverage with the following responsibilities: welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries and directing visitors
  • Assists in the development, preparation and administration of program statistics regarding participants and projected goals for year.
  • Identifies areas of concern, and problem solving regarding administrative responsibilities
  • Models appropriate behaviours in line with our Mission, Vision and Values; Establishes rapport and maintains effective relationship-building behaviours with staff and members. Represents the YMCA and the Association in a professional manner in internal and external forums;
  • Additional administrative projects and duties as assigned

 

Qualifications:

  • Completion of a Diploma in Business Administration or related field preferred
  • A minimum of 2 years administrative experience
  • Very strong proficiency in Microsoft Office/Excel/Internet
  • Excellent verbal and written communication skills
  • Efficient and process oriented
  • Resourceful, enthusiastic, and possesses good judgment and listening skills
  • Ability to multitask with strong time management skills
  • Detail oriented, ability to adhere to and maintain administrative procedures
  • Experience and sensitivity in dealing with members of different cultural and racial backgrounds, including visible and invisible dimensions of diversity
  • First Aid/CPR-C Certificate required (this can be obtained within first 30 days of employment)
  • Successful candidates will be required to provide a current and satisfactory Criminal Reference Check/Vulnerable Sector Search issued no later than six (6) months preceding your start date

Competencies:

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

Leading Self

  • Evolve in Professional Capability – Commit to being better
  • Achieve Excellence and Authenticity – Show up with the best version of you

Leading Others

  • Develop the Potential in Others – Help people grow and lead
  • Create a Culture of Connection – Build bridges between people and partners

Leading Mission

  • Think and Act Strategically – Make good decisions and act on them
  • Make an Intentional Impact – Advance the strength and cause of the Y

 

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