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Position Title:         Administrative Coordinator, YMCA Employment 

Location:                Robert Lee YMCA (955 Burrard St. Vancouver, BC)

Terms:                     Term, Full-Time 

Shift:                        35 hours per week

Start Date:              October 1, 2024 

Salary:                      $48,000-$52,000, includes benefits

Reports to:              Manager, Self-Employment Services 

Additional Benefits:

• 3 weeks of paid vacation
• Generous Sick Leave
• Free YMCA Gym Membership
• Extended medical and dental benefits
• Disability and life insurance
• Retirement plan with employer matching
• Employee assistance program with free access to counselling
• Subsidized Child Care

Nature and Scope:

The Administrative Coordinator provides administrative support to manager, staff and participants of the Self Employment Program (SEP). The SEP delivery team supports WorkBC clients through the entire cycle of SEP, which equips participants with the skills, knowledge and resources to launch their own business.  The Admin Coordinator plays vital roles in the financial administration of the program. Working in a team comprising of business advisors, and program manager the Administrative Coordinator will be responsible for coordination of workshops (online/in person), while managing the data collection and tracking of client’s participation at different stages of the program. 

• Provides program information by email, telephone, virtual and face-to-face meetings with potential participants and interested parties                                                                                              
• Tracking clients participation in the SE program and managing billing and invoicing 
• Processes invoices, financial claims and cheque requests and supports the team with compiling data for financial reports and statistics      
• Creates and adapts orientation documents and support materials; updates forms and templates; reviews and receives SE applications; prepares review committee documents; collects monthly reports                            
• Provides administrative support for the following processes: program promotion, participant intake and registration, processing of sensitive information, completion of financial documents and funder reports   
• Provides scheduling coordination for virtual and in-person workshops for program delivery and recruitment workshops   
• Communicate with program participants regarding workshops, schedules, program changes and respond to any program participant inquiries 
• Assist team members with general administrative duties such as photocopying, faxing, scanning, data storage or creating documents or materials                
• 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
• Supporting the Quality Assurance of service delivery across the Employment and Immigrant Services Department: Standardizing processes for recruitment, intake, follow-up, exiting and maintenance of program and client files

Qualifications/Experience:

• Certificate or Diploma in a related discipline
• A minimum of 3 years’ experience providing administrative support in an office environment
• Proficient in Microsoft Office including Word, Excel Outlook and OneDrive
• Strong communication and writing skills
• Ability to be flexible, adaptable and multi-task in high demand environment
• Effective prioritizing and problem solving skills
• 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

YMCA BC is committed to creating an inclusive, accessible environment where all members of our community feel valued, respected, and supported. We encourage applications from the diverse communities in which we live and serve, including but not limited to people of colour, Indigenous people, persons with disabilities, and persons of any sexual orientation or gender identity. We have established policies, procedures, and practices to meet accessibility standards throughout the hiring process. Should you require any accommodation throughout the recruitment process, please do not hesitate to contact our Human Resources department.   

Situation:

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 to grow in spirit, mind, and body. 

Since January 2023, YMCA of Northern British Columbia, YMCA-YWCA of Kamloops and YMCA of Greater Vancouver are officially one association, with one mission to strengthen our impact for communities across British Columbia. We are YMCA BC. This transition marks a new chapter in our long-standing history of building communities, transforming lives, and connecting people of all ages, stages, backgrounds and abilities, to unique opportunities to learn, grow, and reach their potential.

YMCA BC provides services in health, fitness & aquatics, child care, camping, employment & community services to over 150,000 participants annually. Our values guide our decision-making and behavior:

• Do the right thing - We are caring, respectful, honest and responsible in all we do
• Put people first - We believe in the strengths, perspectives and passion of people
• Keep our promises -We do what we say we will do
• Lead by example -We are courageous, speak with conviction, listen attentively and collaborate

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