Position Title: People & Culture Administrative Assistant

Reports To: Manager of People & Culture

Pay Grid: Level 1 - $19.50/hr

Department: Association Services

Hours: Part time (4-35hrs/week), Temporary (13 months)

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

• Administration Certificate or Diploma (or equivalent) with a minimum of 1 year of experience as an administrative professional

• Standard First Aid, CPR-Level C

• Evidence of a clear Police Information Check (with Vulnerable Secor 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 if required

Knowledge & Skills

• Fluent in MS Office Suite (testing to be conducted during interview)

• Excellent written, verbal, and interpersonal communication skills

• Exceptional customer service skills

• Excellent organizational and time management skills

• Must be a great collaborator who works well in a team environment but can also be self-directed and personally accountable to meet deadlines and achieve results.

• Understanding of privacy legislation and ability to maintain confidentiality.

• Detail-oriented, consistent, and reliable.

What does this role look like at the YMCA of Southeastern Alberta?

Reporting to the Manager of People and Culture, the Administrative Assistant is responsible for providing administrative support to the People and Culture department and the events committee.

The responsibilities and duties of this role will include but is not limited to:

Customer Service

• Reception duties, including answering the phone or responding to front doorbell

• Respond to phone calls/emails within 24 business hours

• Interaction with volunteers, members, employees, and the public at large

• Respond to all internal and external inquiries in a professional manner.

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

• Exemplify the values of honesty, respect, responsibility, caring, and inclusiveness in all interactions with the public, coworkers, and volunteers.

Teamwork

• Work effectively within the events committee, contributing to its overall success by:

• Promoting the YMCA’s annual Y Connect Campaign

• Promoting YMCA events

• Contributing to a positive and healthy workplace culture

• Ability to initiate and model positive change

• Assist People and Culture Manager with Hiring processes.

• Be on the Events Committee.

• Assist the Accounting department with inventory

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 YMCA employees/volunteers, members, and program participants using various platforms including in-person, telephone, email, text, etc.

• Actively engage with YMCA employees/volunteers, members, and program participants

• Respond to conflicts according to YMCA policies and procedures to ensure that issues are addressed directly, promptly, and in accordance with YMCA values.

• Draft professional communications such as letters, briefing notes, emails,

• Prepare professional slide decks for presentations, as needed.

• Clearly and concisely deliver onboarding presentation.

Quality of Work

• Calendar/appointment management

• Meeting agenda preparation

• Meeting minutes and distribution

• Mail management, including couriers.

• Book travel and accommodations

• Data entry, database management

• Document creation & document updates using various platforms

• Complete credit card reconciliations

• Compile and proof-reading documents.

• Book and set up rooms and AV equipment for meetings.

• Order refreshments/food for meetings.

• Digital and paper filing

• Photocopying and compiling documents into training packages

• Ongoing maintenance of filing systems

• Update communication boards at all YMCA facilities

• Tracking and disbursement of employee uniforms, keys, etc.

• Job postings

• Other administrative duties, as required.

• Order merchandise from approved vendors, as required.

Compliance with Legislation and YMCA Policies and Procedure

• Adherence to the following at all times:

• YMCA Child Safeguarding and Operational Policies and Procedures

• Public health and safety regulations

• Occupational Health and Safety

Work Environment and Physical Demands

• Shared office space, located on the main floor

• Stairs to 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 lbs.

• May be exposed to all weather conditions when walking outside to/from post office/vehicle.

• May be exposed to all weather conditions when using a vehicle for occasional business purposes (e.g., dropping a parcel off at the post office).

The Benefits to Joining our Team:

• Paid wellness days after 3-month probationary period

• Paid Birthday and Employment Anniversary Date

• Employee Assistance Program

• Free Health Plus Membership with 15% discount for family members

Please Apply:

With a cover letter, resume, and 3 professional references (email addresses and phone numbers) who can attest to your character and previous work and/or volunteer performance.

Please send application packages to:

Alaina Snider, Manager of People & Culture

YMCA of Southeastern Alberta

221 4th Ave SE

Alaina.Snider@medicinehatymca.ca