Choices for Youth Inc. (CFY) is a professional service, youth-focused, non-profit, charitable organization that creates spaces and conversations, and operates programs and social enterprises to help vulnerable youth secure stable housing, employment, and education while improving health and family stability. With a focus on prevention, intervention, and support, we help youth and young families break cycles of poverty and homelessness and transition to healthy, stable, and independent lives. We are currently seeking one (1) full-time, permanent Administration Coordinator to join our Youth Mental Health team.

Reporting to the Clinical Supervisor**,** the Administration Coordinator plays a vital part in ensuring the smooth and efficient operation of our office, providing support to our leadership team, and facilitating administrative functions across the organization. This role is pivotal in establishing efficient intra-office communication protocols, optimizing administrative procedures, and ensuring seamless task delegation. You will be responsible for:

• Comprehensive Support: Providing extensive support to the Youth Mental Health team and empowering our CFY team.
• Anticipating Needs: Proactively identifying and addressing needs, thinking critically, and offering professional solutions to challenges.
• Independence: Demonstrating the ability to work autonomously, even with minimal supervision, and making independent decisions when necessary.
• Confidentiality: Maintaining a high level of confidentiality concerning high-level operations and personnel information.
• Flexibility: Adapting to a fast-paced work environment and responding effectively to changes and dynamic situations.
• Attention to Detail: Exercising strong attention to detail to ensure that no task goes unnoticed or incomplete.
• Collaboration: Collaborating effectively with internal and external stakeholders to achieve common goals and deliver outstanding results.

KEY RESPONSIBILITIES

• General Office Administration

  • Manage and coordinate Youth Mental Health Team office equipment and supplies, ensuring they are well-maintained and adequately stocked.
  • Handle reception duties, including greeting visitors and answering phone calls.
  • Organize and maintain filing systems and track incoming and outgoing correspondence.
  • Coordinate the flow of documents requiring attention and signatures.
  • Coordinate facilities management and maintain general office organization.

• Professional Learning and Group Training/Session Support

  • Provide support to the Youth Mental Health Team, including preparing meeting agendas and minutes.
  • Schedule training, meetings and other related activities.
  • Ensure document control and assist with preparation/organization for training, group sessions, presentations and meetings.

• Calendar Management

  • Schedule and maintain calendars, prioritizing and facilitating meetings, both in-person and via phone/video conferences.
  • Schedule client appointments, maintain central waitlist and referrals.

• Administrative Support

  • Offer administrative assistance to the leadership team and office staff, including scheduling, correspondence, and handling expense reports.
  • Provide support to our Youth Mental Health team, including preparing meeting agendas and minutes.

• Team Coordination

  • Work collaboratively with a team of administrative professionals to coordinate administrative functions across the organization.

• Supply Management

  • Order office/ therapy supplies and coordinate with vendors to ensure timely order and repair services.

• IT Support

  • Assist staff by processing IT ticket requests and troubleshooting minor IT issues.
  • Liaise with IT consultants as needed.

• Meeting and Event Logistics

  • Manage logistics for meetings and events, including scheduling, booking venues, and coordinating catering.

• Travel Coordination

  • Arrange travel, car rentals, and accommodations for employees and prepare detailed itineraries.

• Document Preparation

  • Analyze incoming and outgoing memoranda and prepare reports, manuals, correspondence, and summary briefs.
  • Coordinate the preparation and submission of documents for Youth Mental Health Team, groups, committees, and SLT.

• External Liaison

  • Communicate with departmental and corporate officials, as well as other organizations and associations on behalf of Youth Mental Health Team.

• Administrative Procedure Oversight

  • Oversee and co-ordinate office administrative procedures, reviewing, evaluating, and implementing new processes as needed.

• Work Prioritization

  • Establish work priorities, ensure deadlines are met, and monitor compliance with procedures.

• Office Services Management

  • Coordinate and plan for office services, relocations, equipment, supplies, forms, asset disposal, parking, maintenance, and security services.

• Reporting and Project Work

  • Assemble data and prepare periodic and special reports.
  • Undertake project-based tasks, including research, analysis, and document creation.

• Accounts Payable and Receivable Support

  • Provide general accounts payable and accounts receivable support as required.

• Human Resources

  • Provide support for Human Resources in tracking incoming electronic correspondence.
  • Responsible for the completion of reference checks.

• Other Duties

  • Fulfill any other duties as assigned by the Youth Mental Health Team.

QUALIFICATIONS

EDUCATION

• Completion of a diploma or a degree in an executive, office, or business administration program.

EXPERIENCE

• A solid 4-5 years of proven office management, administration, or assistant experience within a diverse office environment.
• Equivalent experience or education will be considered.
• Prior experience working in clinic settings is an asset.

SKILLS & COMPETENCIES

• Office Management: Proficiency in office management responsibilities, systems, and procedures.
• Executive Support: Prior experience in administrative roles reporting to executive or senior leadership.
• Computer Skills: Demonstrated computer skills and expertise in Microsoft Office Suite products, with high proficiency in Outlook, Word, Excel, and PowerPoint.
• Analytical Skills: Strong analytical and problem-solving skills, coupled with well-developed organizational and communication abilities.
• Planning and Organization: Exceptional planning and organizational skills, with the capability to manage diverse and time-sensitive priorities. This includes defining and evaluating issues, setting priorities, organizing workflows, multitasking, and performing effectively under pressure.
• Interpersonal Skills: Outstanding interpersonal skills, with the ability to effectively collaborate with a team to track tasks from initiation to completion.
• Attitude: A strong sense of urgency paired with a positive can-do attitude.
• Commitment: A passion for supporting CFY in achieving our core values while working collaboratively with the team.
• Non-Profit Experience: Experience in a non-profit environment is considered an asset.

ADDITIONAL REQUIREMENTS

• Background Check: Successful completion of a satisfactory Criminal Record Check and Vulnerable Sector Check (must be bondable).
• Driving Requirement: A valid driver's license and access to a vehicle are essential for this role.

WORK HOURS

The Administration Coordinator role entails a commitment of 35 hours per week. Flexibility in work hours is essential to accommodate various operational needs, meetings, and special events. Please be aware that any hours worked more than the regular schedule will be managed in strict accordance with the overtime provisions outlined in CFY’s Personnel Policy and Procedure Manual, and in compliance with the Labour Standards Act (Newfoundland). This position requires in office work, with very limited flexibility for work from home or another site.

COMPENSATION

The salary for this position will be $65,048.26 – $72,770.88 annually. Choices for Youth offers a competitive compensation package, including: a health and dental program, employer-matched RRSP and four weeks’ vacation to qualifying employees.

HOW TO APPLY

Choices for Youth appreciates all applications; however, only those selected for an interview will be contacted. Please submit your cover letter and resume, explaining how you meet the criteria, to the recipients below, using YMHAC-1025 in the subject line.

Email:

Recruitment Lead, Human Resources

recruitment@choicesforyouth.ca

Paula Hennessey, Clinical Supervisor

phennessey@choicesforyouth.ca

Reference ID: YMHAC-1025

Application Deadline: October 17, 2025

Choices for Youth (CFY) strives towards a culture of inclusion and empowerment, one where there’s a sense of belonging and safety while prioritizing diversity across the organization, including in its Board of Directors composition, employment practices, staff, policies, programming, and services. CFY values lived and living experience and invites everyone interested to apply for available opportunities. CFY actively seeks applications from Indigenous Peoples; members of Black, racialized, and other equity-seeking and/or religious, cultural, and other communities; members of the 2SLGBTQIA+ community; people with disabilities; and people from a variety of social and economic backgrounds. Should you require support or accommodation(s) to better enable your ability to participate in the employment or recruitment process, please let us know at any point. This information will be kept confidential.

To view all current job postings, please visit http://www.choicesforyouth.ca/join-cfy*.*