Full-Time Employment Opportunity

Office Manager and Client Services Coordinator

Job ID: 22-028CS

Organization Overview:

YWCA Edmonton is a powerful voice for equity and has been leading social change and progress for women and families in the Edmonton region since 1907. Part of an international movement, YWCA Edmonton is a trusted provider of services, programs, and advocacy work that transforms lives and helps build a stronger, healthier, and equitable community for all.

What we can offer you:

• Professional development and learning opportunities
• A rewarding experience to make an impact in another person’s life

Job Summary:
The Office Manager and Client Services Coordinator plays an essential role in supporting YWCA Edmonton overall operations, projects, and the Counselling Services department. This full-time position performs a wide variety of administrative support services, ranging from complex to routine. They will need to utilize excellent communication, diplomacy and organizational skills as they work as a key member of YWCA Edmonton and Counselling Services. This is a unique and key position in the organization which essentially combines the skills of a receptionist, office manager and front-line support worker. This is a position that requires excellent client service and support skills and the ability to work collaboratively with other staff in a busy office environment. This position requires the candidate to respond to challenges and changes independently all the while maintaining client confidentiality, discretion, and professionalism. The Office Manager and Client Services Coordinator is often the first point of contact for clients, community partners, and staff. They help create a welcoming and safe space at YWCA Edmonton.

Employment Type:

Full-time (37.5 hours/week), hours typically between Monday – Friday from 8:50 am to 5:10 pm. Some additional after-hours or weekend work may be required. (*Please note: This position may be required to provide evening coverage for Counselling Services on Tuesday and Thursdays from 5:00 pm to 9:00 pm*).

Major Responsibilities:

Office Management & Reception (Primary Responsibility)

• Welcome visitors to YWCA Edmonton upon entry
• Assist with answering calls received through Zoom Phone with a high volume of callers with varying inquiries
• Possess a strong understanding of services offered by YWCA Edmonton and be able to clearly express and share this knowledge with the public
• Lock up and secure the office at the end of day
• Ensuring the maintenance of general office space and operations (ex. maintain and distribute office contact list; receive, sort, distribute mail and packages, and post outgoing mail; general office maintenance etc.)
• Maintain Rental Facility bookings and equipment coordination
• Submit reports to Finance Department on postage and printer allocation
• Maintain office and kitchen supply inventory and ordering procedures
• Ensure office aesthetics meets professional and organizational standards
• Manage FOB administration system, offsite keys, and parking requests
• Send out interoffice communications as needed
• Implement and maintain Fire Plan, Emergency Procedures, Panic Alarm system and emergency equipment

Social Work Support & Counselling Administration (Secondary Responsibility):

• Help screen new clients for urgency of accessing therapeutic services or make accurate referrals to other programs and services outside the agency
• Process client intake paperwork for Counselling Services
• Assess client fees, process payments, reconcile and compile weekly deposits
• Ensure therapists in Counselling Services are apprised of any urgent matters related to their clients
• Properly maintain both digital and physical files of confidential information and paperwork related to our clients
• Input and manage client data on counselling database (Titanium Scheduling Software) and ensure forms are completed for up-to-date statistics for the department
• Offer System Administrator support for essential Counselling Services programs such as Titanium Scheduling Software and Zoom Video Conferencing
• Assist with ongoing maintenance of YWCA Edmonton’s website program and service details
• Collaborate and work effectively with the RSW Service Coordinator to support client intake and counselling services

Qualifications Required:

• A Bachelor’s Degree in Social Work or equivalent field
• A sound understanding of YWCA Edmonton and other community resources
• Clear Criminal Record and Vulnerable Sector Check, and Child Intervention Record Check
• Training in suicide risk assessment, non-violent communication/assertive communication, and mental health first aid
• Thorough knowledge of gender-based violence and its impact on women and girls
• Demonstrated knowledge of inclusion, diversity, equity and accessibility practices and policies

Qualification Preferred:

• A minimum of 2 years’ experience as a Registered Social Worker in good standing with the Alberta College of Social Workers
• Minimum of 2 years of experience providing excellent customer service in an office reception setting
• High level of proficiency with Adobe Acrobat, Microsoft Office including Word, Excel and Outlook
• Experience with Titanium Scheduling software an asset
• Excellent verbal, written and communications skills with a focus on accuracy and discretion
• Ability to work in an efficient manner and adapt to changing priorities
• Able to work independently when needed and to problem solve
• Willingness to assist other departments with day-to-day tasks and special projects

Diversity:

For over a century, YWCA Edmonton has been dedicated to creating a community in which everyone has an equal opportunity to achieve their full potential. We know that creating an equitable world requires diversity of thought and equity for all. We stay true to our mission by welcoming the unique contributions that each individual can make, and our hiring practices welcome all candidates. YWCA Edmonton is committed to maintaining a workplace environment that demonstrates a culture built on the fundamental principles of inclusion, diversity, equity, accessibility, and safety.

Acknowledgment:

YWCA Edmonton acknowledges that we are on the traditional land of Treaty 6 Territory and the Metis Homeland of Region 4. The footsteps of diverse Indigenous peoples have marked this territory from time immemorial — First Nations, Metis, Inuit, and now settlers from around the world. We are all treaty members, with recognition and respect for Indigenous Peoples and the traditional territories on which we live, work, and play. We call upon our collective honored traditions and spirits to share responsibility for stewardship of this beautiful land and our community.

Salary:

Annual salary will be based on years of experience and qualifications; benefits included after the successful completion of a 3-month probation period.