Admin Assistant, Newcomer Services Windsor

Ymcaswo; Windsor; On-site; CAD 30,000 - 60,000; Full time

Job description

Admin Assistant, Newcomer Services Windsor

500 Victoria Ave, Windsor, ON N9A 4M8, Canada

Job Description

Posted Wednesday, June 19, 2024 at 4:00 AM | Expired Thursday, June 27, 2024 at 3:59 AM

Join the YMCA Newcomer Services Team!

Position: Administrative Assistant, Newcomer Services

Start Date: July 2, 2024

Schedule: Monday-Friday 8:30am- 5:00pm

As part of your total compensation:
• Receive a complimentary YMCA membership to our Health & Fitness facilities, and discounts on YMCA child care and camp programs
• Vacation entitlement in accordance with the employment standards regulations
• May be entitled to up to 12 paid personal days – applicable with position and contract length
• Benefits package - applicable with position and contract length
• Be part of a caring and supportive network of people to help each other succeed
• Complimentary access to wellness and counselling services

In this role, you will:

1. Follow YMCA of Southwestern Ontario policy and procedures
2. Act as a YMCA ambassador, demonstrating YMCA core values in your daily work
3. Determine eligibility for services and conduct initial screening to identify any needs
4. Maintain good knowledge about all internal and external programs and resources available to newcomers, and provide relevant information and referrals by promoting newcomer services and supports
5. Answer telephone to direct calls, provide information or take messages
6. Provide guidance through booking appointments with the advisors
7. Confer with coworkers to coordinate all job-related activities including sharing specific details with other departments
8. Assist NSAs when asked to conduct follow-up calls with clients, promote sessions and activities to newcomers, open files for new clients and record information into the database
9. Maintain extensive knowledge of principles and processes for providing exemplary customer services, including meeting quality standards for services, high ethics and professionalism
10. Clearly and efficiently communicate information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person
11. Observe, receive, and otherwise obtain clear information from all sources
12. Maintain the settlement office materials and inventory up to date
13. Join all team meetings, take minutes and send a summary to the team afterwards
14. Continue self and professional development by attending relevant workshops, trainings, and courses as assigned
15. Respond to clients’ problems and issues or complaints through active listening, integrity, and emotional maturity
16. Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions
17. Complete other clerical duties as assigned

Education and Skills Qualifications:

1. High school diploma generally required
2. Knowledge of administrative and clerical procedures
3. Proficiency in Microsoft Office and familiar with using a database
4. Proficiency in using online digital platforms such as Microsoft Teams, Zoom or Google Meet; required to provide virtual/remote service
5. Knowledge of customer service principles and practices
6. Keyboard skills
7. Ability to work a switchboard
8. Fluency in an additional language in at least one common newcomer language, i.e. Arabic, French, Dari, Mandarin, Urdu, Hindi, Punjabi, (an asset)
9. Demonstrated understanding and sensitivity towards the challenges facing immigrant newcomers
10. Proven ability to be organized and to prioritize
11. Comfortable and effective communicating with diverse populations

• Current and acceptable Criminal Record Check with Vulnerable Sector Screening is a condition of employment for all staff and volunteers
• Legally entitled to work in Canada

Why the Y? The YMCA of Southwestern Ontario is committed to the development of healthy communities and welcomes people of all backgrounds, beliefs, and abilities. We are committed to helping our employees reach their full potential and are recognized by Forbes as one of Canada’s Top Employers. We offer meaningful employment and the opportunity to make a difference in the lives of individuals and families.

We thank all applicants for their interest; however only those selected for an interview will be contacted.

NOTE: The YMCA of Southwestern Ontario is committed to providing a barrier-free environment for all stakeholders including our members/participants, employees, job applicants, suppliers, and any visitors who may enter our premises, access our information, or use our services. As an organization, we respect and uphold the requirements set forth under the Accessibility for Ontarians with Disabilities Act (2005), and its associated standards and regulations.