The Admin Hub is a key support team that delivers comprehensive office administration services to the programs and broader objectives of the Employment and Community Programs department and the wider organisation where applicable. This team plays a vital role in ensuring the smooth operation of department initiatives by providing timely, efficient, and proactive administrative support. The team works closely with program managers, staff and leadership, coordinating and prioritizing various requests and collaborating effectively across different levels of the organization to ensure tasks are completed efficiently. The Admin Hub’s primary focus is to enable program staff and participants to succeed by ensuring they receive the support needed to meet program goals and departmental priorities.  

Reporting to the Administrative Manager, the Administrator plays a key role in providing proactive, efficient support across programs to ensure smooth operations and seamless service delivery. This includes responding to client inquiries, coordinating meetings and special events, setting up technology, and maintaining accurate client and business records. The Administrator works professionally with a diverse range of clients, staff, and external partners, upholding discretion and confidentiality. Key responsibilities include front-line reception services, referring clients to relevant resources, organizing program activities such as room bookings and events (in-person, virtual, or hybrid), supporting client outreach, preparing reports, tracking and reconciling expenditures, and coordinating purchasing and supplies. Occasionally, the role may require after-hours work for special events.  

What you’ll be doing:    

• Serve as front-line reception where/when required, ensuring a welcoming environment for clients and the public.  

• Respond to client inquiries in person, via phone, and email; refer clients to relevant YWCA programs, WorkBC and community resources.  

• Provide administrative support to on-site and off-site programs under the direction of the Administrative Manager.  

• Data entry into program databases/spreadsheets; ensure all data required for program reporting is collected and recorded accurately and rectify any data integrity issues.  

• Coordinate room bookings, meetings, and special events (in-person, virtual, hybrid) for the Employment and Community Programs department.  

• Participate in regular team meetings and reporting under the guidance of the Administrative Manager  

• Accurately track expenditures, reconcile Visa and petty cash expenses, complete purchasing requests and financial support inventories following YWCA finance policies.   

• Coordinate financial supports and process invoices for client services and organizational purchases, ensuring accurate coding and timely processing.  

•  Work collaboratively with the Administrative Manager and team to improve workflow procedures and systems.  

• Set up and troubleshoot technology (virtual conferencing, smartboard, computer systems) for meetings and events.  

• Organize and maintain accurate digital client files; maintain accurate data entry records on various platforms.  

• Play an active role in the utilization and expansion of the YWCA’s learning management system (LMS) and other online platforms.  

• Assist in preparing narrative and statistical program reports  

• Support program startup and closeout activities in collaboration with the team.  

• Assist program managers with staff and volunteer recruitment, onboarding and orientation  

• Apply a participant-centered, sexual and gender-based violence (SGBV) and Gender-based Analysis Plus (GBA+) lens to all participant interactions and activities  

• Collaborate with staff, leaders, and colleagues to advance the YWCA’s commitment to Truth and Reconciliation and strategic priorities.  

• Collaborate with the Administrative Manager and YWCA’s marketing team to ensure program information remains up to date.  

• Maintain strict confidentiality regarding participant information and data security.  

• Conduct other related administrative duties and contribute to special projects and other duties as assigned.  

What you’ll need:  

• Related experience in office administration in customer-facing environments; at least two years of experience in a similar role is preferred.  

• Motivated to engage with a variety of people (e.g. participants, employers, guest speakers) and deliver. exemplary service and maintain discretion, ethical boundaries and confidentiality.  

• Demonstrated skills in resolving concerns, dealing with a diverse range of participant needs, upholding respect and diplomacy when handling challenging situations.  

• Ability to plan and coordinate special events.  

• Flexible and adaptable, able to adjust to changing priorities and responsibilities and  to thrive in a consistently changing work environment.  

• Demonstrated ability to work collaboratively within a team while also operating independently with strong self-direction and initiative.  

• Excellent written and verbal communication skills, with the ability to effectively engage with a diverse range of individuals. Fluency in English is required for report writing, providing instructions and responding to inquiries via email, phone and in person. Additional language skills are considered an asset.  

• Strong organizational skills with the ability to manage time and resources effectively, ensuring deadlines and expectations are met.  

• Proficient in computer applications, including SharePoint, MS Teams, Zoom, LMS, MS Word, Excel, PowerPoint, Forms, Eventbrite and other digital platforms.  

• Comfortable using and learning a variety of digital platforms and technologies as needed.  

• Proficiency with learning management systems (LMS) and an ability to adapt to new technologies quickly.  

• Detail-oriented with the ability to handle multiple tasks and maintain accuracy.  

• Proactive in anticipating needs and taking initiative to address them.  

• Ability to professionally and promptly escalate concerns to the Manager.  

• Engaged in continuous professional development, particularly in SGBV and GBA+ topics.  

• Strong commitment to confidentiality and adherence to data security standards in compliance with privacy policies.  

• Willingness to travel within Metro Vancouver as needed.  

• Able to work on-site to deliver in-person services.  

• Commitment to YWCA Metro Vancouver’s mission and values, and promote equity, diversity, and inclusion.  

• A valid clear criminal record check (including working with vulnerable populations) is required.  

What we offer:   

We offer our eligible employees the following benefits as part of their total rewards package:   

• Extended medical and dental benefits     

• A defined benefit pension plan (MPP)   

• Pregnancy, parental and adoption leave top up  
  15 vacation days and 3 personal days, in addition to paid sick leave. 

• Flexible working arrangements for applicable positions    

• Employee Family Assistance Program, a confidential and voluntary support service for employees and their eligible family members    

• A workplace that prioritizes employee health, safety and well-being, including many learning and growth opportunities such as our employee mentorship program and three equity committees that help to support our goals towards achieving meaningful equity and inclusion.   

• Free staff membership to our Health + Fitness Centre   

• Discounts at our YWCA Hotel    

• Priority in YWCA Child Care centres    

Pay Rate: $28.05 per hour