Front Desk Administrative Assistant

YMCA of Greater Saint John - Saint John, NB (29 days ago)

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The YMCA of Greater Saint John responds to critical social needs in the community and works to provide solutions. By nurturing the potential of children, youth and adults, the YMCA connects people to life-building opportunities, as well as to each other and enhances their quality of life. The YMCA of Greater Saint John offers a diverse set of programs at 12 locations in the city and surrounding municipalities. There are 250 employees and 1,000 volunteers. In 2016 the YMCA engaged more than 47,000 people in its health, newcomer, childcare and camp programs.

Newcomer Connections is a key pillar within the YMCA family. Established in 1993, Y Newcomer Connections is a leading immigrant settlement centre focused on creating connections that will transform our community into a lasting, healthy home for immigrants from around the world, and from all walks of life.

POSITION OVERVIEW

The Administrative Assistant serves as the receptionist at the Newcomer Connections Centre (located at Churchill Boulevard), welcoming and directing clients, and assisting with the day to day coordination of administrative tasks and office logistics. The Administrative Assistant also provides direct support to the VP of Newcomer Connections on administrative and finance matters, helping to connect with stakeholders and move strategic projects forward.

CORE RESPONSIBILITIES

Attend to the front desk during business hours (8am-5pm) to welcome and direct newcomer clients and other visitors, and to answer the phone;
Build daily relationship with newcomer clients and community stakeholders;
Provide administrative support to the VP of Newcomer Connections, including the preparation and proofreading of written documents, basic research and other project-based initiatives;
Liaise with supervisors and team members to help maintain a dynamic, organized work-flow within the department;
Ensure classrooms and other newcomer space is kept up to standard (SAM standards, Child Protection Standards etc.);
Process and track day-to-day financial transactions and provide ongoing updates to supervisors and the VP of Newcomer Connections;
Process documents efficiently and maintain well organized records that permit easy reference and rapid retrieval of information (including the Y drive);
Proactively maintain an organized stock of office supplies and capital inventory, including placing orders for supplies;
Organize meetings as requested and record meeting notes as required;
Coordinate with community groups, volunteers and donors as required;

Support the coordination of language programming by:
Creating and printing certificates;
Composing or editing a variety of template documents required for clients or other organizations;
Continuously expand and update professional knowledge and hone training skills in order to enhance individual and team innovation and productivity;
Perform other duties as assigned by the VP of Newcomer Connections.
EXPECTED RESPONSIBILITIES

Acts as a champion for immigration in Saint John;
Models appropriate behaviours in line with the YMCA of Greater Saint John’s mission, vision and values; establishes rapport and maintains effective relationship building behaviour with newcomer clients, as well as staff, volunteers and members;
Represents the YMCA of Greater Saint John and Newcomer Connections in a professional manner;
Self manages personal and professional development;
SKILLS AND QUALIFICATIONS

A Bachelor's Degree, Community College diploma or similar from an accredited institution
Approachable and possessing a strong client-centric attitude
Heightened sensitivity to the needs of our immigrant community
A minimum of 2 years work experience in a cross-cultural environment
Exceptional oral and written communication skills
Exceptional organizational and inter-personal skills
Computer literate (MS Word & Excel)
Ability to work flexible hours
Must be fluent in the English language, knowledge of other languages is an asset

COMPETENCIES REQUIRED

Commitment to Organization Vision and Values: Demonstrates and promotes a personal understanding of and appreciation for the mission, vision, strategic outcomes and values;
Communication: Communicates in a clear, professional, and timely manner and supports information sharing and goal achievement;
Professionalism: Demonstrates by example, the dress and demeanour of a professional in a Canadian setting;
Integrity: Demonstrates responsible behaviour at all times and maintains high ethical standards;
Planning and Organizing: Establishes a clearly defined and effective course of action for self and others to accomplish short and long-term work goals;
Relationship Building and Collaboration: Builds positive interaction both internally and externally to achieve work related goals.
Sensitivity: Ability to develop an appreciation for the challenges of our clientele and display needed patience and resourcefulness

WORKING CONDITIONS

As a full-time YMCA of Greater Saint John staff person, your hours of work and location may be adjusted due to programming needs. There is no guarantee of number of hours worked within a work week.
The YMCA of Greater Saint John has a Joint Health and Safety Committee which meets on a monthly basis to discuss health and safety within the workplace. Questions or concerns about your workplace must be brought forward to committee members.
In this role, you will be required to work in an environment which is often busy with high levels of noise.
As a YMCA of Greater Saint John staff person you are responsible for your own travel to and from work.
You are responsible for the member/client’s safety on a daily basis. You will be required to perform first aid and CPR when and if necessary and you are certified to do so.
You will be responsible to follow and abide by YMCA SAM 2.0 Standards, ensuring a clean and well maintained centre is required by all staff persons.
Why join the Y team? As an organization, we are dedicated to strengthening the foundations of our community. As an employee, you will build connections through meaningful work that will foster a meaningful life. We offer a competitive compensation, benefit packages, retirement saving programs, as well as free gym memberships for all staff!

Please apply by September 25th.