Front Desk Coordinator/Admin Assistant - Brooks
Position Title: Front Desk Coordinator/Admin Assistant
Reports To: Employment Centre Manager
Pay Grid: $18.00
Department: Employment Services
Our Culture:
YMCA of Southeastern 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 keep our promises.
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 Southeastern 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
Standard First Aid, CPR-Level C
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 Medicine Hat?
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
Respect staff/client confidentiality
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:
Promoting the YMCA’s annual Strong Kids 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
SAM Standards
Achieve all quality standards and targets established under YMCA best practices and the YMCA’s SAM 2.1 program
General cleaning as required around the facility
Ensuring all staff are aware of SAM 2.1 standards, and work with them to create a culture of excellence in adherence to guidelines and expectations outlined by the SAM 2.1 manual
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 inquires, 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
Respect staff/client confidentiality
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 Procedures
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
Job Types: Full-time,
Pay: From $18.00 per hour
Expected hours: 40 per week
Work Location: In person
Application deadline: 2024-11-21
Please Apply:
With a cover letter, resume, and 3 references (email addresses and phone numbers) who can attest to your character and previous work and/or volunteer performance.
Please send application packages to:
Dynorah Saldivar
YMCA of Medicine Hat
1C - 333 2nd St. W, Brooks, AB
T1R 0E8
dynorah.saldivar@medicinehatymca.ca