Job
Office Administrator, Health Connect
Details
Status
Grant Full Time – 35 hours/week –until Jan 7th 2028
Location
In person at a few locations in Metro Vancouver
Posting Period
Open until filled
Job Description

The YWCA Metro Vancouver in partnership with YWCA Toronto have launched the Health Connect program to support newcomers and refugees self-identified as women who are internationally educated health professionals (IEHP) in British Columbia (BC) and Ontario (ON). The program will work to improve awareness among women IEHPs of the foreign credential process, provide tailored employment and wrap-around services, reduce barriers to foreign credential recognition and provide Canadian work experience in their intended field of work. Under the supervision of the Health Connect Manager, the Office Administrator performs program administrative support to include general office duties, participant intake activities, finance support (e.g. invoicing, staff reimbursements, reconciliations, coordination of employment wage subsidies), community and employer outreach, special event coordination and other related duties as assigned. The Office Administrator will work in a hybrid environment; in person required at the assigned locations, and will work virtually and collaboratively with the YWCA Toronto team. 

What you’ll be doing: 

  • Conducts general office duties and program finance support (e.g. submit monthly expenses and visa reconciliations for program manager, wage subsidies, reconciliations, tracking expenditures and client wraparound supports) 

  • Provides in-person reception duties, ensuring a welcoming environment for participants and the general public; answers participant inquiries in-person, telephone, and email, refers participants to community resources as required 

  • Organizes and schedules meetings/appointments 

  • For team meetings, provide support with sending out agenda, taking minutes and filing records 

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

  • Support the team with regard to industry engagement and partnership building (e.g. contacting employers who may be interested to provide job opportunities and placement programs, or connect with employers to better understand their workforce needs, providing mentorship, sharing networking opportunities and invite guest speakers, recruiters to job fairs) 

  • Coordinates special events, meetings that occur either in-person, virtually or hybrid 

  • Sets up technical equipment (virtual conferencing, smartboard, computer systems) in preparation for meetings and events; troubleshoots technical issues as they arise 

  • Assists in participant outreach, coordinates participant intake interviews (to include pre-screening, assessment and acceptance into the program); coordinates all necessary documentation for participant onboarding, uploads information on tracking databases and spreadsheets 

  • Supports the team with regard to online or in-person program information sessions, as required 

  • Follows up with participants, as required to confirm appointments, program acceptance, testimonials, employment status 

  • Work collaboratively within the community and YWCA to create resource partnerships for referrals and client recruitment 

  • Organizes digital participant files, assists with maintaining accurate participant records 

  • Supports with sending and collating participant surveys 

  • Assists in the creation of narrative and program statistical reports; compiles client testimonials 

  • Coordinates purchasing and maintains supply inventory 

  • Posts updates and announcement on digital platforms such as Eventbrite, Zoom, MS Teams, LinkedIn for participant outreach and engagement 

  • Provides support in the recruitment, onboarding and orientation of new staff and volunteers 

  • Support the team with updating program calendar 

  • Develop/Upload course materials into learning management system 

  • Assist with processing purchase orders  

  • Works with a team to improve workflow procedures and systems for program 

  • Make arrangement for community donations and distribution  

  • Other duties as required 

What you’ll need: 

  • Related experience delivering office administration in customer facing environments is desired 

  • Must be reliable and possess strong organizational skills to follow through on competing tasks and meet deadlines 

  • Must have proficient numeracy and financial tracking skills required for invoicing, and tracking other statistical/numerical data 

  • Ability to communicate well in English in both written and verbal contexts, required for editing/writing reports, understanding and providing instructions, answering email, telephone and in-person inquiries. 

  • 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 client concerns, dealing with a diverse range of participant needs, upholding respect and diplomacy when handling challenging situations 

  • Ability to plan and coordinate special events 

  • Ability to thrive in a consistently changing work environment and work 

  • Ability to work both in a team and be self-directed to work independently 

  • Proficient skills in the following digital platforms: all Microsoft applications, SharePoint and OneDrive  

  • Technical aptitude with online platforms: Zoom, MS Teams, Eventbrite. Ability to efficiently learn new technologies as LMS (learning management software) 

  • Must be able to work in person during office hours at the YWCA program location 

  • Able to work after hours and or weekends as required 

  • Able to commute between sites 

  • A second language will be considered an asset 

  • Demonstrated commitment to equity, diversity and inclusion 

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

  • The YWCA Metro Vancouver’s COVID-19 vaccination policy is currently suspended and as a result, vaccination from COVID-19 is not required at this time. However, should circumstances change and the YWCA deem it necessary to reintroduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties. 

Bonus qualities (but not required) 

  • Healthcare experience and/or healthcare connections will be considered an asset 

  • CCDP certification will be considered an asset 

What we offer:  We offer our eligible employees the following benefits as part of their total compensation package: 

  • Extended medical and dental benefits  

  • A defined benefit pension plan 

  • Flexible working arrangements for applicable positions 

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

  • Free membership to our Health + Fitness Centre, discounts at our YWCA Hotel and priority in YWCA Child Care centres 

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

  • Pay Rate: $24.94 

How to Apply

This is an exciting time for the YWCA. Join us and be part of an inclusive, dedicated and impactful workplace! Candidates are invited to send cover letters and resumes by until position is filled to: 

 

Etab Saad, Associate Director, Employment and Training Services (she/her) 

535 Hornby Street, Vancouver, BC, V6C 2E8 

email: employment@ywcavan.org 

 

We are committed to ensuring that the application and interview processes are accessible to all applicants; if you require accommodations in submitting your application, or have other questions, please contact the hiring manager as listed.  All employment will be decided on the basis of qualifications, transferrable skills, lived experience, and business need. We thank all who apply, but only applicants selected for an interview will be contacted. For more information about this and other YWCA Metro Vancouver career opportunities, please visit ywcavan.org.