Administrative Agent

About this position

YMCA of Greater Toronto

MULTIPLE POSITION VACANCIES

ADMINISTRATIVE AGENT

(Salaried Full Time Contract)

Grade: 8

Please submit salary expectations in cover letter

Effective Date: Immediately - March 31, 2022

Reports to: Employment Programs Manager

Location: Mississauga City Centre Drive YMCA Centre

Why work for our Y?

YMCA of Greater Toronto aspires to be a great work place through an environment that embraces diversity and social inclusion, valuing differences and supporting full participation by all employees.  The YMCA provides more than 6,000 employees with meaningful jobs and the opportunity to make a difference in the lives of individuals and the health of our communities.  The YMCA works to build strong kids, families and communities.  This is achieved through a shared culture and values.  We recognize the contributions of our staff through innovative practices, great benefits and growth opportunities. 

Nature & Scope:

Mississauga YMCA Employment and Community Services is a part of YMCA Employment and Community Programs which provide a variety of employment and counselling programs to youth and adults throughout the GTA. The members we serve are unemployed youth, youth in transition from school to work, youth having multiple barriers to employment.

The Administrative Agent is the warm and friendly face welcoming people into the employment centre and helping direct them to the right resources. They assist clients in using the available on site resources (example computers, printers, etc.), provide workshops on how to conduct on-site job searches, and do outreach to local employers for employment opportunities to post on the job boards. They are also responsible for the data entry into ministry and YMCA databases, for ensuring files are kept in good order and for generally supporting the centre administratively to ensure the smooth operation of the employment centre.  

Responsibilities:

• Welcomes and greets participants; Assesses and assists members with their employment needs and directs them to the appropriate service or programs; refers appropriate members to workshops and/or assisted services (employment counseling).
• Provides outbound telephone services such as liaising with employers and participants, gathering information and tracking outcomes; maximizing the service opportunities of every call.
• Conducts outreach to local employers for employment opportunities; up-date job boards with posting and co-ordinate job fairs
• Assists members with resources in the centre, e.g. computers, fax machines, photocopier, resource guides.
• Schedules and facilitates group workshops relating to job search; onsite
• Performs extensive data entry with speed and accuracy in the Ministry and YMCA databases to ensure participant information is tracked accurately
• Maintains complete files and data management system; maintains accurate activity records and participant information and compiles regular statistical reports for the Program, Association and Funders
• Assists with administrative procedures such as mailing, filing, month end JV’s and typing correspondence as required
• Manage and enter participant payroll into payroll system
• Represents and communicates the YMCA of Greater Toronto's philosophy to the community and families.
• Demonstrates appropriate behaviours 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.  Represents the YMCA and the Association in a professional manner.
• Understands the legal responsibilities and moral imperative to report suspected child abuse to Child Protection Services.
• Understands the importance of the volunteer staff partnership and integrates the value of philanthropy and volunteerism in dealings with members, volunteers, donors and staff.
• Other duties as assigned.

Qualifications:

• Completion of a Community College Diploma preferred coupled with a minimum of two years related experience
• Must have advanced computer skills with Microsoft Office; Word, Excel, Power Point; Outlook
• Organized and detail-oriented/Familiar with professional office systems and procedures
• Motivated, positive individual who enjoys the challenge of a fast paced environment
• Excellent communication and customer service skills
• Oral and written communication skills in both English and French is an asset
• Well-developed interpersonal, and relationship building skills; ability to establish rapport and excellent communication with members, staff and volunteers
• Commitment to working in a socially inclusive environment responding with sensitivity and personal awareness to the diverse needs of members including visible and non-visible dimensions of diversity
• Flexibility regarding assigned schedules, including evenings and weekends
• Access to a motor vehicle an asset, as there is some travel between sites
• Ability to work in an efficient manner independently and as part of a team
• The position requires the following Association Competencies: Advanced competence in: relationship building and partnering, Fundamental competence in Effective interpersonal communications; ethics & self-management, being member focused; in being results focused, teamwork and collaboration; in diversity and social inclusion

Please send cover letter and résumé quoting

Job posting #0156 by Thursday, December 10, 2020 to:

Laura Mordini

Employment Programs Manager

Email: laura.mordini@ymcagta.org 

Job offers are contingent upon the successful completion of a Police Records Check. Within the first four months and every three years thereafter, a Vulnerable Police Records Check is required.

The YMCA of Greater Toronto values the diversity of people and communities and is committed to excellence and inclusion in our Association.

We are committed to an environment that is barrier free. If you require accommodation at any stage during the hiring process, please inform us in advance to arrange reasonable and appropriate accommodation.

About the YMCA of Greater Toronto:

The YMCA of Greater Toronto is a dynamic charity offering opportunities for personal growth, community involvement and leadership. Our 2010-2020 strategic plans Strong Start Great Future calls upon our Association to invest in young people across their life stages to deliver on our vision of ensuring our communities will be home to the healthiest children, teens and young adults. This community health strategy includes a significant role for adults and older adults. 

Mirroring the region’s diversity, the YMCA offers a variety of programs responding to the needs of the community, including employment and essential skills, education, newcomer programs, youth outreach and intervention, fitness, sports and aquatics, international programs, child care and camps.  

When you support the YMCA of Greater Toronto’s Annual Giving, you help us ensure more children, youth and young adults have the chance to be healthy… and so much more. We believe that by providing our children with a strong start, they will have a great future. And, ultimately, strong, healthy children mean strong, healthy communities in the GTA for the years to come.  www.ymcagta.org