Front Desk Coordinator/Admin Assistant (in Brooks)

YMCA of Medicine Hat

Medicine Hat

On-site

CAD 37,000 - 47,000

Full time

4 days ago

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Benefits offered by this job

Paid wellness days and benefits

Birthday and Employment Anniversary

Free Health Plus Membership

2 weeks paid vacation

1 week PTO

Job summary

YMCA of Southern Alberta is seeking a Front Desk Coordinator/Admin Assistant in Brooks to manage the main front desk, greet clients, and coordinate Employment Centre services. The role emphasizes professional customer service, data handling, and collaboration with staff to support program delivery.

The position requires two years of post-secondary study in Administration or related fields, a clear police check, and a valid driver’s license with appropriate liability coverage.

Qualifications

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

Responsibilities

Handle front desk duties and greet clients professionally
Respond to inquiries and screen referrals to appropriate staff
Assist clients with self-help materials and appointments
Schedule and remind clients of next-day appointments
Call No Show clients and record notes in files
Maintain confidentiality and deliver high-quality customer service
Support the team to ensure a welcoming YMCA experience

Skills

Word processing

PowerPoint

Internet

Customer service

Communication

Leadership

Organizational skills

Education

2 Years post-secondary in Administration or Human Services/Social Sciences

Police Information Check (Vulnerable Sector Search) within 6 months

Driver's license with class 07 and liability coverage

Tools

Microsoft Word

PowerPoint

Internet

Job description

Front Desk Coordinator/Admin Assistant (in Brooks)

Position Title: Front Desk Coordinator/Admin Assistant

Pay Grid: $18/hour

Department: Employment Services

Hours: 40 hours/week

Our Culture:

YMCA of Southeast 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 every persons’ YMCA experience.

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:

Promote the YMCA’s annual Y Connect Campaign
Promote 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