Admin Assistant, Newcomer Services Windsor

by Southwestern Ontario YMCA

Reference #: 1210
Location: Windsor, Ontario
Date Posted: Jun 19, 2024
Southwestern Ontario YMCA

Job Description

Join the YMCA 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: Administrative Assistant, Newcomer Services
Location: Windsor Learning Center- 500 Victoria Ave. Windsor ON, N9A 4M8
Start Date: July 2, 2024
Schedule: Monday-Friday 8:30am- 5:00pm
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
• Vacation entitlement in accordance with the employment standards regulations
• May be entitled to up to 12 paid personal days – applicable with position and contract length
• Benefits package - applicable with position and 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:

• Follow YMCA of Southwestern Ontario policy and procedures
• Act as a YMCA ambassador, demonstrating YMCA core values in your daily work
• Determine eligibility for services and conducts initial screening to identify any needs
• Maintain good knowledge about all internal and external programs and resources available to newcomers, and provides relevant information and referrals by promoting newcomer services and supports
• Answer telephone to direct calls, provides information or take messages
• Provide guidance through booking appointments with the advisors
• Confer with coworkers to coordinate all job related activities including sharing specific details with other departments
• Assist NSAs when asked to conduct follow-up calls with clients, promotes sessions and activities to newcomers, opens files for new clients and records information into the database
• Maintain extensive knowledge of principles and processes for providing exemplary customer services. This includes meeting quality standards for services, high ethics and professionalism
• Clearly and efficiently communicate information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person
• Observe, receive, and otherwise obtain clear information from all sources
• Maintain the settlement office materials and inventory up to date
• Join all team meetings take minutes and send a summary to the team afterwards
• Continue self and professional development by attending relevant workshops, trainings and courses as assigned
• Respond to clients’ problems and issues or complaints through active listening, integrity and emotional maturity
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions
• Complete other clerical duties as assigned

Education and Skills Qualifications:

• High school diploma generally required
• Knowledge of administrative and clerical procedures
• Proficiency in Microsoft Office 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
• Keyboard skills
• Ability to work a switchboard
• Fluency in an additional language in at least one common newcomer language, i.e. Arabic, French, Dari, Mandarin, Urdu, Hindi, Punjabi, (an asset)
• Demonstrated understanding and sensitivity towards the challenges facing immigrant newcomers
• Proven ability to be organized and to prioritize
• Comfortable and effective communicating with diverse population

• Current and acceptable Criminal Record Check with Vulnerable Sector Screening is a condition of employment for all staff and volunteers
• Legally entitled to work in Canada

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.

We thank all applicants for their interest; however only those selected for an interview will be contacted.

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.

Application Contact Information

Company Name:   Southwestern Ontario YMCA
Application URL: Click here to apply online