Newcomer Services and Facility Administrative Assistant

Job Responsibility: Join the Y Newcomer Services Team! Be the Spark! Join our passionate team and be the spark that ignites the potential in others. YMCA of Southwestern Ontario is one of the largest not-for-profit providers of licensed child care in Canada, offers settlement services to newcomers to Canada, operates 2 overnight camps and 16 Health & Fitness branches across Southwestern Ontario, and we have been making a positive difference in the communities we serve for over 50 years! Position: Newcomer Services and Facilities Administrative Assistant Location: 660 Oakdale Avenue, Sarnia, ON Start Date: June 24, 2024 Salary: $46,123.58 annually (40 Hours per week Monday to Friday 8:30am to 5pm) 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
• 10 paid vacation days, and up to 12 paid personal days annually
• Benefits package and Pension applicable with position/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:

• Act as a YMCA ambassador, demonstrating YMCA core values in your daily work.
• Answer telephone to direct calls, provide information or take messages.
• Determine client eligibility for newcomer services and conducts initial screening to identify any immediate needs.
• Book appointments for newcomer clients with Newcomer Settlement Advisors.
• Assist Newcomer Settlement Advisors and Language Skills Instructors with tasks related to client/learner follow-ups and promoting sessions and activities to newcomer clients.
• Open files for new clients and records information into the database as directed.
• Clearly and efficiently communicate information to supervisors, co-workers, and tenants by telephone, in written form, e-mail, or in person.
• Join all team meetings takes minutes and sends a summary to the team afterwards.
• Continue self and professional development by attending relevant workshops, training and courses as assigned.
• Operate office equipment, such as fax machines, copiers, or phone systems and arranges for repairs when equipment malfunctions .
• Maintain the HARTS registration database, class files, individual student files, and waiting lists for language skills classes.
• Update iCARE system with HARTS database information as required.
• Compile monthly statistical reports as directed.
• Order resources and supplies for both the department and building.
• Assist the Manager of Language Skills and Settlement in ensuring that building and safety policies and procedures are maintained and adhered to. This will include tasks such as assisting with program area checks, organizing fire drills, maintaining and organizing related documentation and other tasks as directed.
• Maintain building bookings for all departments.
• Act as a liaison between the different departments and tenants within the YLCC building.
• Receive and deposit cheques and program fees.

Education and Skills Qualifications:

• Post Secondary diploma in a related field required
• Fluency in an additional language in at least one common newcomer language required e.g. Arabic, Mandarin, Urdu, Hindi, Punjabi etc.
• Extensive Knowledge of principles and processes for providing exemplary customer services. This includes meeting quality standards for services, high ethics and professionalism.
• Knowledge of administrative and clerical procedures
• Proficiency in Microsoft Office 365 and familiar with using a database
• Proficiency in using online digital platforms such as Microsoft Teams, Zoom or Google Meet; required to provide virtual / remote service
• Knowledge of customer service principles and practices
• Excellent written and verbal communication skills.

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. 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.