13197- Administration Officer

At S.U.C.C.E.S.S., you will be able to grow and develop alongside a diverse team of professionals and enjoy great benefits and perks. Experience what it is like to join a purpose-driven organization and make meaningful contributions to our community. Explore our amazing new opportunities.

Division: Career and Youth Services   

Program: Active Career Connect and Engagement Project for Internationally Educated Health Professionals (ACCEP-IEHP)

Employment Type: Permanent Full-Time (35 hours per week)

Number of Positions: 1

Job Summary:

The Administration Officer performs a variety of duties to ensure smooth day-to-day operations of the project services. The Administration Officer is responsible for checking client eligibility, maintaining filing systems, processing purchases and financial records, taking meeting minutes, compiling data and reports, and ensuring a safe and organized work environment.

Reports to: Senior Program Manager

Key Duties & Responsibilities:

• Performs reception duties which includes answering client inquiries, registering clients for intake assessment, and booking appointments with the Case Managers.
• Develops, organizes, and maintains the project filing system, including client files, bookkeeping records, etc.
• Enters data from client files into the appropriate databases.
• Assists the team in preparing monthly, quarterly, and annual reports, which include but not limited to compiling project statistics and aggregate data.
• Prepares and updates marketing and promotion materials, such as brochures, flyers, and other promotional materials.
• Creates and develops marketing communications for various social media platforms that the program utilizes.
• Assists in project marketing and promotion activities, such as attending job fairs, marketing booths, and various community outreach activities.
• Prepares and manages logistics for all the events and workshops which include setting up the venue, sending out reminders to participants, taking registration, and other event-related tasks.
• Maintains a bookkeeping record of all project expenses.
• Assists in reconciling monthly, quarterly, and annual financial statements.
• Organizes and manages office supplies inventory, including controlling the inventory list and stock levels.
• Handles all incoming invoices and processes payments.
• Provides administrative support to the project team by assisting with preparing timesheets for staff and taking meeting minutes for team meetings.
• Assists in PQI peer reviewing regarding case files’ alignment with expected requirements.
• Coordinates with building management for office maintenance and repairs.
• Ensures a safe and organized work environment for the team.
• Performs other job-related duties and responsibilities as required.

Education, Training and Experience:

• Post-secondary education in business, accounting or related field; or an equivalent combination of education, training and experience
• Minimum of 2 years of relevant experience

Previous experience in working with social media platforms considered as an asset

Job Skills & Abilities:

• Excellent written and oral communication skills
• Ability to work under pressure and tight deadlines
• Ability to work effectively with cultural differences and various barriers experienced by immigrants
• Ability to work independently and as a part of a team
• Excellent time management and organizational skills
• Excellent technical skills in MS Office and web-based applications
• Client-centered with excellent customer service skills

Additional Information:

• Criminal Record Check Required
• Ability to work at multiple outreach locations across Greater Vancouver
• Ability to work occasionally on weekends and evenings as required

About S.U.C.C.E.S.S.:

S.U.C.C.E.S.S. is a multicultural social services agency and registered charity located on the unceded Coast Salish lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations, S.U.C.C.E.S.S. has been helping Canadians and newcomers to achieve their full potential on their Canadian journey since 1973. We are one of the largest social service agencies in Canada, with offices in BC, Ontario and internationally/abroad. We offer programs and services in the areas of immigration, newcomer settlement, English-language training, employment and entrepreneurship, family, youth and seniors programming, health education, community development, affordable housing and seniors care.

At S.U.C.C.E.S.S., we take care of our communities and our people!

Our staff is the source of our success and we make it a priority to ensure work-life balance for our staff. We offer a range competitive and comprehensive benefit packages to ensure the well-being our staff. Subject to the type of employment, benefit packages may include:

• paid time off ‘monthly wellness days’ (up to 12 days per year)
• additional agency holidays (2 additional statutory holidays)
• 3 weeks annual vacation (starting) and up to 6 weeks (maximum)
• company-funded pension (GRRSP)
• extended health & dental plan
• employee & family assistance programs
• access to wellness programs (such as subscription to Headspace) , and more

S.U.C.C.ES.S. is an equal opportunity employer. We are dedicated to building an inclusive environment that embraces diversity of thought, backgrounds and experiences. We are committed to the equitable treatment of all individuals and will continue to embed diversity and inclusion principles within our policies, procedures, services, and activities.

Interested candidates please apply by 11:59pm November 29 2024

While we appreciate all applications, only those selected for an interview will be contacted.