Under the supervision of the Administrative Coordinator of Employment and Training Services, the Office and Online Administrator performs program administrative support to include general office duties, finance support (e.g., invoicing, staff reimbursements, reconciliations, coordination of employment wage subsidies), online learning management system onboarding support, community outreach, special event coordination, and other related duties as assigned. This position will be in person at the assigned location and will support program activities both in person and virtually.  

What you’ll be doing: 

• Conducts general office duties and program finance support (e.g., wage subsidies, reconciliations, tracking expenditures and client wraparound supports) 

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

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

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

• Assists in client outreach, books intakes and coordinates all necessary forms for client onboarding; uploads information on tracking databases and spreadsheets 

• Presents online and in-person program information sessions as required 

• Follows up with clients as required, e.g., confirming appointments, program acceptance, testimonials, employment status 

• Organizes digital client files; maintains accurate client records; sends and collates client surveys 

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

• Coordinates purchasing and maintains supply inventory 

• Posts updates and announcements on digital platforms such as Eventbrite, Slack, LinkedIn for client outreach and engagement 

• Working in a team to provide support in program start up and close-out activities 

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

• Works with a team to improve workflow procedures and systems for program initiatives, identifying best practices and suggesting solutions for improved workflows and consistencies 

• Conducts other program administration duties and projects as assigned 

• Other duties as required 

What you’ll need: 

• Related experience delivering office administration in customer facing environments; at least two years of experience in this role 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 program expenditures 

• 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. Additional language is desired. 

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

• Demonstrated skills in resolving client concerns, dealing with a diverse range of client 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: SharePoint, Word, Excel, PowerPoint, Forms, Teams 

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

• Demonstrated skills to use software to develop professional forms, presentations and spreadsheets 

• Demonstrated commitment to equity, diversity and inclusion 

• Must be able to work in person during office hours at the YWCA program location; willingness to work at and commute to other YWCA locations in Metro Vancouver on occasions 

• Ability to occasionally work after hours and on weekends for special events 

• 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. 

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.