Administrative Assistant

Family Services of Greater Vancouver; Vancouver; Hybrid; CAD 33,000 - 39,000; Full time

Benefits offered by this job

Flexible scheduling

Three weeks vacation

Wellness days

Job summary

Family Services of Greater Vancouver is seeking an Administrative Assistant to support program operations with direct coordination and administrative tasks. The role is based at 1630 East Broadway, Vancouver, BC, with potential for some remote hours and a 35-hour work week.

Ideal candidates have 2+ years of post-secondary education in business or administration and 3+ years of office coordination experience, plus strong MS Office and SharePoint skills to manage files and prepare reports.

Qualifications

• Minimum of 2-years post-secondary education in business or administration.
• 3-years office coordinator/adminstrative experience.
• An equivalent combination of education and experience will be considered.

Responsibilities

• Provide administrative coordination and support for the program.
• Process program expenses for approval and processing.
• Maintain client files with MS Access and Excel.
• Prepare monthly statistics and reports.
• Liaise with Health and Safety Rep to ensure program manuals and policies are up to date.
• Attend Health and Safety meetings and act as First Aid Attendant and Floor Warden.
• Collect and organize Client Satisfaction Surveys and stakeholder feedback for quarterly reports.

Skills

Office coordination

MS Excel

MS Word

SharePoint

Client service

Communication

Time management

Education

Post-secondary education in business/administration

Tools

Microsoft Access

SharePoint

Job description

About Our Opportunity

Working within the mission, vision, values and person-centred philosophy of the Agency, the PRIYD Administrative Assistant is responsible for ensuring the administrative needs of the program are met and carried out in an efficient manner. This position includes providing direct administrative coordination and support.

• Flexible scheduling to accommodate life/work balance
• Three weeks’ vacation for full-time staff * entitlement increases from there
• Three paid household leave days a year
• Two paid Wellness Days a year
• Two and a half paid Agency days for full-time staff
• Five paid days for education leave/year
• One paid Moving Day/year
• Subsidized professional association annual dues (if applicable)
• Milestone celebrations
• On-the-job education through various Lunch and Learns
• Safe and Respectful Work Environment
• Opportunities for Growth
• Ongoing support, mentoring, and recognition to help with engagement and career growth
• A work culture that values transparency, teamwork, learning, fairness, and integrity

Health and Wellness Resources:

• Three flex benefit options to meet your individualized needs
• Option of psychological/counselling services (up to $1500/year)
• Employee Assistance Plan
• Long-Term Disability Plan
• Insurance, Travel insurance, ++

Work Hours: 35 hours per week, Monday-Friday 9:00 am-5:00 pm

Salary:GS 7 Step 1$25.07 per hour

Location: 1630 East Broadway, Vancouver, BC, with the possibility of working some hours from home if deemed appropriate

Posting End Date: Posting will remain open until filled

What do you need to succeed?

Education, Training, Experience

• Minimum of 2-years post-secondary education in business or administration, with 3-years office coodinator/adminstrative experience
• An equivalent combination of education and experience will be considered

Role Qualifications and Skills include, but are not limited to

• Personal leadership, including initiative, judgment and decision-making, creativity and innovation; collaborative communication and exceptional interpersonal skills
• Personal effectiveness, including integrity and ethical behavior, personal resilience, adaptability/flexibility, commitment to learning
• Commitment to excellence, including results-oriented focus, client-centered service, strategic planning and organizing, professional expertise and technological proficiency
• Provide administrative support with respect to all aspects of administrative work, word processing and distribution of correspondence, memoranda, forms, reports, and minutes of meetings, data entry and monthly statistics. Ensure timely transfer of closed files to MCFD
• Develop and maintain procedures and systems that affect the smooth functioning of the office and program; ensure forms/documentation is appropriately updated and available. Maintain client files with additions, changes, and closures. Maintain accurate client spreadsheets in MS Access and Excel
• Process program expenses for approval and processing
• Liaise with the Health and Safety Rep to ensure that the Program Manual, the Health and Safety Manual, Office Policies Manual, and the online information for the Program are up to date and meet CARF accreditation standards
• Keep Staff Emergency Contact List up to date and inform the Health and Safety Coordinator of any changes
• Attend Health and Safety meetings, flag issues of concern related to compliance or adherence to Managers and act as First Aid Attendant and Floor Warden for the site
• Collect, collate and organize Client Satisfaction Surveys, Client Feedback forms and Stakeholder Feedback forms in preparation for the quarterly reports
• Collect, collate and analyze data to support proposals, program performance reviews, as well as regular reports

Knowledge, Skills, Abilities

• Knowledge of and ability to troubleshoot Windows-based applications, database systems management, and desktop publishing systems
• Knowledge of Microsoft Access and query/report building is considered an asset
• Active working knowledge of and skills in Excel and Word
• Ability to design and implement effective and efficient administrative policies and systems
• Ability to oversee a large program and geographic regions
• Exceptionally resourceful, with the ability to effectively problem-solve
• Ability to prioritize, manage time, and engage in multiple tasks effectively and efficiently
• Superior organizational skills, with strong attention to detail
• Superior verbal and written communication skills
• High degree of initiative and superior client and staff service skills
• Demonstrated record of professional excellence
• Experience with SharePoint

Additional Requirements

• Successful completion of a Criminal Record Check
• Occupational first aid, or provided

JOIN US FOR A MEANINGFUL CAREER HELPING OTHERS AND BRING YOUR AUTHENTIC SELF!

About Us

When you work with us, you will join a caring team of people who will value you as a whole person. You will also have the opportunity to do meaningful, leading-edge work that has a direct impact on the local community.

At Family Services of Greater Vancouver, we have been helping people in crisis since 1928. We are a non-profit working to support and empower individuals, families, and communities. We offer programs and services designed to help people develop the skills, knowledge, and confidence to create positive change in their lives. Our staff operates from an evidence-based, trauma-informed lens to meet people where they are and get them where they want to be.

We help people develop skills and knowledge, empowering our neighbours to create positive change in their lives. Our team is made up of more than 360 staff, including expert counsellors and support workers who provide compassionate, client-centred care to youth experiencing homelessness, families and children impacted by trauma, victims of domestic violence, and other vulnerable people from an evidence-based, trauma-informed lens. We believe in building a brighter future for all British Columbians and providing a supportive and inclusive workplace for all our staff.