Location

Tri-Cities WorkBC (Operated by YWCA Metro Vancouver) – Coquitlam 221-3030 Lincoln Avenue, Coquitlam, BC

Posting Period

Open until filled

Job Description

Work experience placement: Administration and clerical

Related job title: Office Administrator

Total grant hours: 200

Description of Duties:

• Serves as front-line reception where/when required, providing a welcoming environment for both participants and the public.

• Responds to participant inquiries through in person, phone and email interactions; refers relevant enquiries to applicable WorkBC offices, YWCA programs and community resources.

• Provides administrative support to staff team and under the supervision of the Office Manager, engages in booking appointments, rescheduling appointments, data entry, photocopying, faxing, preparation of minutes, answering phone inquiries, correspondence, purchasing supplies.

• Accurate data entry of trackers, reconciliation, inventories and purchase requests, following the guidance the supervisor and of all organizational policies.

• Supports the initial intake process for new participants who may require registration assistance with the programs’ Online Employment Services (OES) system.

• Assists Office Manager with processing various invoices in a timely and efficient manner.

• With the assistance of the Office Manager, coordinates office and building enquires/information related to maintenance, parking, telephone, janitorial and alarm system, and other related areas.

• Set up and troubleshoot technology (virtual conferencing, smartboard, computer systems) for meetings and events, working collaboratively with YWCA’s IT personnel when additional support is required.

• Completes participant follow up communication to confirm employment status and collect testimonials, as required.

• Contributes to other related administrative duties and projects as assigned.

Anticipated skills utilized:

• Applies a range of entry to mid-level administrative and technical skills.

• Provides customer service skills with a diverse range of individuals in a fast-paced environment while multi-tasking.

• Provides clear information and instructions through email, phone, and in-person communication to clients and vendors; builds on business communication competencies.

• Organizational and time management skills to effectively manage competing priorities, resources, timelines and due dates.

• Proficiencies using computers and various platforms including Microsoft Suite (Outlook, SharePoint, MS Teams, Word, Excel, PowerPoint and MS Forms), Zoom and other digital platforms.

• Attention to detail and accuracy.

• Flexible and adaptable, shifting to changing priorities and responsibilities.

• Interpersonal skills through collaborative working relationships in a team environment, applying professional communications and boundaries; brining a solution’s focused perspective.

• Discretion, confidentiality and data security.

• Exposure to a work environment with a strong commitment to adherence of internal and external policies, procedures and guidelines.

• Working within an organization strongly committed to their mission and values, and promoting equity, diversity and inclusion, including advancing our commitments to Truth and Reconciliation and strategic priorities.

• Working within an organization that that applies a participant centred approach to all interactions, engages in continuous professional development, and applies sexual and gender-based violence (SGBV) and Gender-based Analysis Plus (GBA+) lens interactions and activities.

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

This position is funded by the United Way Work Experience Opportunities Grant and is open to individuals who

receive or are eligible for BCEA/PWD (or federal equivalent for on-reserve) and face barriers to employment. Eligible

participants will receive a monthly stipend as remuneration.

This work experience opportunity will remain open until filled.

Candidates are invited to send cover letters and resumes to:

Rita Grewal (she/her)

Office Manager

WorkBC Coquitlam email: rkaurgrewal@ywcavan.org

No phone calls please

How to Apply

This work experience opportunity will remain open until filled.

Candidates are invited to send cover letters and resumes to:

Rita Grewal (she/her)

Office Manager

WorkBC Coquitlam email: rkaurgrewal@ywcavan.org

No phone calls please