Front Desk Coordinator

YMCA of Medicine Hat; Medicine Hat; On-site; CAD 25,000 - 28,000; Full time

Benefits offered by this job

Paid wellness days

Benefits package after probation

Birthday/anniversary benefits

Paid vacation

Health Plus Membership

Job summary

YMCA of Southern Alberta is hiring a Front Desk Coordinator/Admin Support for our Employment Centre in Medicine Hat. You will be the first point of entry for clients, professionals, employers and the public, handling inquiries, screening, and referrals.

The role requires strong customer service, organizational skills, and a commitment to YMCA values. You will support staff, coordinate appointments, and help clients with career resources in a busy community environment.

Qualifications

• 2 years post-secondary in Administration or Human Services/ Social Sciences
• Evidence of a clear Police Information Check within the last six months
• Valid driver’s license with appropriate liability coverage

Responsibilities

• Answer telephone and greet the public in a courteous manner
• Provide initial screening and refer to appropriate staff
• Assist clients with self-help materials
• Schedule and remind clients of appointments
• Call no-shows and record communications
• Maintain confidentiality and professionalism at all times
• Support staff and contribute to a positive team environment
• Maintain up-to-date job boards and materials
• Assist with resume development and career planning

Skills

Computer skills

Job market knowledge

Customer service

Empathy

Organization

Leadership & communication

Education

2 years post-secondary in Admin / Human Services

Job description

Position Title: Front Desk Coordinator/Admin Assistant

Pay Grid: $18-$20/hour

Department: Employment Centre

Hours: 40 hours/week

Our Culture:

YMCA of Southern Alberta strives to integrate our commitment to diversity and social

inclusion in all that we do. We believe that strong leadership is created through the sharing

of diverse experiences and perspectives. We actively seek candidates who embody these

principles and who reflect the many dimensions of the communities we serve. We are a

charitable organization that provides health and fitness opportunities, employment services,

licensed childcare, and various community programs in Medicine Hat, Redcliff, and Brooks.

When you work at the YMCA, you’ll play an important part in building strong, thriving

communities while positively impacting people’s lives. Join our team at the Y, a place where

everyone belongs — including you!

Our mission and core values are brought to life by our culture. In the Y, we strive to live our

cause of strengthening communities with purpose and intentionality every day,

demonstrating our values in action.

We do the right thing.

We are caring, respectful, honest, and responsible in all that we do.

We put people first.

We believe in each other – honouring our strengths, diversity, perspectives, and passions.

We do what we say we will do.

We lead by example.

We are courageous, speaking with conviction and always willing to listen and collaborate.

What qualifications are we looking for?

At the YMCA of Southern Alberta, we strive to ensure our employees are a good fit based on their strengths, interests, and future goals.

The successful candidate will have the following:

Education/Certifications/Credentials/Professional Registration

• 2 Years of post-secondary in Administration or Human Services/ Social Sciences
• Evidence of a clear Police Information Check (with Vulnerable Sector Search if applicable), within the last six months
• Must have a valid driver’s license with a class 07 automobile insurance coverage business use (or pleasure with occasional business use) and a minimum of $2,000,000 in liability coverage

Knowledge & Skills

• Computer skills (Strong knowledge of word processing, PowerPoint, Internet)
• Knowledge of employment, education, and training strategies, local labour market information and community resources
• Exceptional customer service attitude
• Ability to support others in empathetic, non-judgmental manner
• Be organized and resourceful
• Strong leadership and communication skills

What does this role look like at the YMCA of Southern Alberta?

Reporting to the Employment Centre Manager, the Front Desk Coordinator/Admin Support is responsible for the main and front desk as the initial point of entry for our clients,

professionals, employers and the general public. Community stakeholders contact our centre via in person, telephone, and email. The front desk area, the first impression of our organization, and our professionalism is a high priority to ensure superior customer service.

The Front Desk Coordinator will exercise diligence in creating and maintaining a distraction free and inviting front desk area.

The responsibilities and duties of this role will include but is not limited to:

Customer Service

• Answer telephone and greet public in a pleasant and courteous manner
• Answer general inquires, relay program and service information and conduct the initial screening and refer to appropriate staff in a timely and knowledgeable manner
• Assist clients with self-help materials
• Phone next day appointments to remind clients of their appointments
• Responsible for phoning No Shows for appointments and recording in the file
• Conduct oneself in a professional and positive manner, adhering to YMCA Employment Centre’s established moral, ethical and professional standards while ensuring client confidentiality
• Be committed to exceptional customer service and create opportunities to enhance

YMCA Values

• Demonstrate and promote a personal understanding of and appreciation for the mission, vision, and values of the YMCA and its programs and services
• Demonstrates appropriate behaviors in line with our Mission, Vision and Values as reflected in our YMCA competencies; takes a member focused approach to increase their understanding of programs offered across the Association.

Teamwork

• Work effectively within the Employment Centre team, contributing to its overall success by:
• Promoting the YMCA’s annual Y Connect Campaign
• Promoting and/or attending YMCA events
• Contributing to a positive and healthy workplace culture
• Other duties to assist the team, as assigned
• Assist in the promotion and advertising of our programs, services and special events
• Create any documents, resource materials as needed / requested by staff
• Attend all YMCA meetings as required.
• Work in a team environment to achieve optimal collective results and program requirements
• Work cooperatively with community groups and agencies, businesses and other organizations involved in providing career, employment, education and training resources

Standards that Shine

• Achieve all quality standards and targets established under YMCA best practices and the YMCA’s Standards that Shine
• General cleaning as required around the facility
• Ensuring all staff are aware of Standards that Shine, and work with them to create a culture of excellence in adherence to guidelines and expectations outlined by the Standards that Shine.

Interpersonal/Communication Skills

• Communicate effectively with coworkers, supervisors, managers, and the senior leadership team
• Ensure workplace conflicts are resolved quickly, following YMCA policies and procedures
• Answer general inquiries, relay program and service information and conduct the initial screening and refer to appropriate staff in a timely and knowledgeable manner
• Answer telephone and greet public in a pleasant and courteous manner

Quality of Work

• Maintain job boards, employer and job profiles
• Ensure display material is current and relevant
• Ensure that front desk computer is organized and that files are easily accessible
• Ensure front file cabinets are organized and up to date
• Update, evaluate and stock all Employment Centre forms
• Sort and distribute Canada Post mail
• Attend all required training
• Administrative functions related to the program guidelines
• Create any documents, resource materials as needed / requested by staff
• Assess the prospective client’s desired career / employment / training/ education goals and assess how we can best assist in achieving those goals
• Assist clients in the centre with resume development, job search strategies, training opportunities, career planning, employability skills, labour market information and any other identified need
• Provide referral to appropriate staff and/ or community agencies
• Understand the importance of meeting contract numbers and expectations
• Provide support and assistance to other staff when necessary
• Additional job responsibilities will be assigned dependent upon the candidate’s interest and skills / experience, and Employment Centre goals and strategies

Compliance with Legislation and YMCA Policies and Procedure

• Adherence to the following at all times:
• YMCA Child Protection and Operational Policies and Procedures
• Public health and safety regulations
• Occupational Health and Safety
• Compliance of contractual obligations and policy guidelines

Work Environment and Physical Demands

Office location is on the main floor

Sitting at a desk and using a computer for most of the day

From time to time, may need to lift boxes of files weighing up to 20 pounds

May be exposed to all weather conditions when walking outside to/from vehicle

The Benefits to Joining our Team:

• Paid wellness days and benefits package after 3-month probationary period
• Paid Birthday and Employment Anniversary Date
• Free Health Plus Membership with 15% discount for family members
• 2 weeks paid vacation after 3 months prorated based on startdate
• 1 week of PTO after 3 months prorated based on startdate