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: Youth Leadership Millennium/Career and Youth Service  

Program: Youth Leadership Millennium 

Employment Type: Permanent Full-Time (35 hours per week)

Job Summary 

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 and 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 (i.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 

Education, Training and 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 and Abilities:

• Excellent verbal and written communication skills  
• Ability to communicate in multiple languages is preferred 
• Ability to maintain accurate records and to prioritize tasks 
• Excellent computer skills in MS suite (i.e. Word, Excel, Access, PowerPoint, Outlook, and Teams), social media and internet applications 
• 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-centred with excellent customer services skills  

Additional Information: 

• Ability to work on weekends and evenings as required
• Criminal Record Check with vulnerable sectors
• Able to work fully in person at service locations

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 offer programs and services in the areas of immigration, newcomer settlement, English-language training, employment and entrepreneurship, family, youth and seniors programming, health education, community development, affordable housing and seniors care.

At S.U.C.C.E.S.S., we take care of our communities and our people!

Our staff is the source of our success and we make it a priority to ensure work-life balance for our staff. We offer a range competitive and comprehensive benefit packages to ensure the well-being our staff. Subject to the type of employment, benefit packages may include:

• paid time off ‘monthly wellness days’ (up to 12 days per year)
• additional agency holidays (3 additional statutory holidays)
• 2 weeks annual vacation (starting) and up to 5 weeks (maximum)
• company-funded pension (GRRSP)
• extended health & dental plan
• employee & family assistance programs
• access to wellness programs (such as subscription to Headspace) , and more

S.U.C.C.ES.S. is an equal opportunity employer. We are dedicated to building an inclusive environment that embraces diversity of thought, backgrounds and experiences. We are committed to the equitable treatment of all individuals and will continue to embed diversity and inclusion principles within our policies, procedures, services, and activities.

Interested candidates please apply online by 11:59pm March 31 2023

While we appreciate all applications, only those selected for an interview will be contacted.