Agency NameFamily Services of Greater Vancouver
Agency LocationVancouver, BC
RegionLower Mainland
Position/Job Title41-25 Administrative Assistant 2 - PRIYD
ProgramPRIYD
Service AreaYouth Services
DescriptionJOB OPPORTUNITY: Administrative Assistant 2 - PRIYD
Administrative Assistant 2 - PRIYD Competition #41-25
About Our Opportunity:
Working within the mission, vision, values and person-centred philosophy of the Agency, the Administrative Assistant 2 is responsible for ensuring the administrative needs of the program are met and carried out in an efficient and supportive manner. This position includes providing direct administrative coordination and support. It actively supports the Agency’s awareness and goals around diversity and inclusion.
Administration
• Responsible for the smooth operation and management of the administrative aspects of the program
• Provide administrative support with respect to all aspects of administrative work, word processing and distribution of correspondence, memoranda, forms, reports, and minutes of meetings, data entry and monthly statistics
• Develop and maintain procedures and systems that affect the smooth functioning of the office and program; ensure forms/documentation are appropriately updated and available. Maintain client files with additions, changes, and closures
• Reconcile incoming ISW activity logs against ADP hourly ISW entries within 48 hours; follow up with ISWs regarding missing or late logs, entries, and other questions; ensure that hourly ISW time cards are accurate and up-to-date as of ADP deadline
• Organize monthly logs for data entry, produce detailed monthly reports of program outputs for stakeholders, and produce Monthly Report packages for Liaison meetings with MCFD
• Liaise with IT regarding computer issues, including new staff access to the server, email, computer troubleshooting, and SharePoint
• Maintain office supplies, resource materials and postage needs; ensure that office equipment (voicemail, fax, copier, scanner, printer, etc.) is in good working order
• Ensure the office is well-maintained and that building regulations are adhered to
• Update and maintain Iron Mountain Records. Ensure the timely transfer of closed files to Iron Mountain
System Support
• Provide database and clerical support to Managers with respect to MS Access, from opening client files to discharge and closure
• Analyze data and present information in a meaningful and engaging way
• Maintain accurate client spreadsheets in Access and Excel
• Enter data for new clients and demographics, quarterly stats, and monthly reports
• Identify database efficiencies and opportunities for enhanced client data management
Financial Support
• Monitor, process, and reconcile the petty cash float, and submit invoices to Accounting; scan reimbursement documents and receipts, save in SharePoint for office records
• Train and assist staff with the completion of expense claims for Co-Management approval, including cheque requisitions and mileage forms, etc.
• Check ISW expense claims for accuracy and process them according to the reimbursement cycle
• Reconcile PRIYD program Visa purchases for approval and processing
Health and Safety
• Liaise with the Health and Safety Coordinator to ensure that the Program Manual, the Health and Safety Manual, the Office Policies Manual, and the online information for the Program are up to date and meet CARF accreditation standards
• Keep the Staff Emergency Contact List up to date and inform the Health and Safety Coordinator of any changes
• Attend Health and Safety meetings, flag issues of concern related to compliance or adherence to co-managers and act as First Aid attendant for the site
• Complete quarterly workplace inspections
• Check and maintain supplies for first aid kits
Quality Assurance
• Collect, collate, and organize Client Satisfaction Surveys, Client Feedback forms, and Stakeholder Feedback forms in preparation for the quarterly reports
• Collect, collate, and analyze data to support proposals, program performance review, as well as regular reports
We Value You- Benefits:
• Three weeks’ vacation for full-time staff * entitlement increases from there
• Three paid household leave days a year*
• Two paid Wellness Days a year
• Paid sick days
• Two and a half paid Agency days for full-time staff *
• Five paid days for education leave/year
• One paid Moving Day/year
• Subsidized professional association annual dues (if applicable)
• A work culture that values transparency, teamwork, learning, fairness and integrity
*(pro-rated for part-time staff)
Health and Wellness Resources:
• Generous health/dental benefits after 3 months.
• Three flex benefit options to meet your individualized needs
• Option of psychological/counselling services (up to $1500/year)
• Employee Assistance Plan
• Long Term Disability Plan
• Insurance, Travel insurance, ++
Pension: Municipal Pension plan enrollment for eligible employees
Work Hours: Full-time, 35 hours per week, Monday to Friday, 9:00-5:00
Salary: GS7 Step 1 $25.07 per hour
Location: 1638 E Broadway, Vancouver BC, with the possibility to work some hours from home as deemed appropriate by Managers.
Posting End Date: Posting will remain open until filled.
Additional Requirements
• Successful completion of a Criminal Record Check
How to apply:
If this describes you, please submit your application to us through our website, https://fsgv.ca/careers/
Short-listed candidates will be contacted for interviews. We thank all candidates and searchers for your interest.
We believe in the power of inclusion and the power of enabling all our staff to thrive by embracing diversity and fostering equality. We are committed to creating an inclusive environment for all staff that dismantles barriers and creates opportunities. Our organization is committed to recruiting a diverse workforce representing the communities we proudly serve while encompassing the principles of equity, inclusion and diversity. Decisions regarding recruitment, hiring, promotion, compensation, and all other terms and conditions of employment will be made without regard to race, colour, ancestry, place of origin, political beliefs, religion, marital status, family status, physical or mental disability, sex, sexual orientation, gender identity or expression, age, or non-applicable criminal condition.
If you require a disability-related accommodation to participate in the recruitment process or are an internal candidate, please email your resume and cover letter (indicating the competition number #41-25 in the email subject line) to hrinbox@fsgv.ca.
We gratefully acknowledge that our programs are delivered on traditional and ancestral lands and waters of the Coast Salish peoples, including the Xʷməθkʷəy̓əm (Musqueam), Skwxwú7mesh Úxwumixw (Squamish), Sel̓íl̓witulh (Tsleil Waututh), Qayqayt, Katzie, Kwantlen, Kwekwetlem, Semiahmoo, Matsqui, and Tsawwassen First Nations. Huy ch q’u.
Click to read our commitment to reconciliation, justice, and equity.
JOIN US FOR A MEANINGFUL CAREER HELPING OTHERS AND BRING YOUR AUTHENTIC SELF!
About Us
When you work with us, you will join a caring team of people who will value you as a whole person. You will also have the opportunity to do meaningful, leading-edge work that has a direct impact on the local community.
At Family Services of Greater Vancouver, we have been helping people in crisis since 1928. We are a non-profit working to support and empower individuals, families, and communities. We offer programs and services designed to help people develop the skills, knowledge, and confidence to create positive change in their lives. Our staff operates from an evidence-based, trauma-informed lens to meet people where they are and get them where they want to be.
We help people develop skills and knowledge, empowering our neighbours to create positive change in their lives. Our team is made up of more than 360 staff, including expert counsellors and support workers who provide compassionate, client-centred care to youth experiencing homelessness, families and children impacted by trauma, victims of domestic violence, and other vulnerable people from an evidence-based, trauma-informed lens. We believe in building a brighter future for all British Columbians and providing a supportive and inclusive workplace for all our staff.
Job Posting Date2025-06-19
Application Deadline2025-07-31
Educational QualificationsWhat do you need to succeed?
Education, Training, Experience
• Minimum of a Grade 12 diploma, plus 2 years post-secondary education in business or administration, with 3 years of office coordinator/administrative experience
• An equivalent combination of education and experience will be considered
Experience and SkillsKnowledge, Skills, Abilities
• Knowledge of and ability to troubleshoot Windows-based applications, database systems management, and desktop publishing systems
• Knowledge of Microsoft Access and query/report building is considered an asset
• Active working knowledge of and skills in Excel and Word
• Ability to design and implement effective and efficient administrative policies and systems
• Ability to oversee a large program and geographic regions
• Exceptionally resourceful, with the ability to effectively problem-solve
• Ability to prioritize, manage time, and engage in multiple tasks effectively and efficiently
• Superior organizational skills, with strong attention to detail
• Superior verbal and written communication skills
• High degree of initiative and superior client and staff service skills
• Demonstrated record of professional excellence
• Experience with SharePoint
• Personal leadership, including initiative, judgment and decision-making, creativity and innovation, collaborative communication and exceptional interpersonal skills.
• Personal effectiveness, including integrity and ethical behavior, personal resilience, adaptability/flexibility, commitment to learning
• Commitment to excellence, including results-oriented focus, client-centred service, strategic planning and organizing, professional expertise and technological proficiency
• Respectful of diversity and possessing cultural agility
Days and Hours of WorkFull-time, 35 hours per week, Monday to Friday, 9:00-5:00
Wage & Salary$25.07 per hour
BenefitsGenerous health, dental and pension benefits after 3 months
Application RequirementsTo apply click here:
How to Submit ApplicationTo apply click here: