Office And Program Administrator-2024-39

Posting Number: 2024-39

Posting Date: November 29/2024 Closing Date: When the right candidate is found

Position: Second Stage Office & Program Administrator

Reporting Relationship: Reports to Second Stage Program Manager

Hours: Monday-Thursday, Friday, Saturday, day shift, total of 24 hours, with potential of additional hours for vacation and sick coverage.

Benefits: Competitive salary with benefits after a three-month probationary period, including RRSP contributions, self-care hour, medical, and dental.

Location: Multiple locations in Cowichan Valley

Start Date: ASAP

Hourly Wage: $25.25

About Second Stage:

Cowichan Women Against Violence Society provides safe and supportive housing for women and children who have experienced domestic violence or other forms of trauma. Our second-stage housing program offers a transitional environment where women can rebuild their lives, develop independence, and gain the skills needed for long-term stability. Our program has suites for women with up to 5 children as well as studio suites.

Position Overview:

The Administrative Support & Reception Team Member provides support to the Second Stage Program which supports women and children in navigating the complexities of trauma recovery while fostering a secure and nurturing environment that works to provide safety and build resilience.

Key Responsibilities:

Team Engagement

Work with your team to

· promote feminist and trauma-informed practices.

· foster an inclusive, equitable, and diverse workplace culture.

· create an environment of transparency and confidentiality.

Client Services

· Greet clients as they come and go from the building.

· Welcomes visitors and signs guests in and out.

· Assists clients with general facility and program questions or concerns.

· Triage client needs to ensure best supports are received.

· Assists with administrative aspects of client intakes, move-ins and move-outs.

Administrative & Facility Services

· Handles phone and email inquiries, providing necessary information or directing appropriately.

· Receives and processes client rent payments.

· Maintains petty cash and tracks purchases according the CWAVS guidelines.

· Takes inventory, orders and receives materials, supplies, and service.

· Works with agency purchaser as required to maintain office supplies as required.

· Maintains accurate records of keys, fobs and remotes given out.

· Provides administrative support to management and programs. These tasks may include photocopying, scanning and filing documents, arranging and preparing for meetings, making travel arrangements, preparing agendas and taking minutes at meetings, and other support as needed.

· Input and update client and program information and statistics.

· Books, records and tracks annual building maintenance and repairs as required.

· Sits on OH&S committee.

· Maintain building maintenance and schedules.

· Ensures best practices around filing and confidentiality.

Qualifications

· Certificate/Diploma in an Administrative Assistant Program or combination of education and experience in a directly related field

· Familiarity with community resources for women and children an asset

· Sensitivity to issues affecting victims of violence

· Strong Microsoft 360 skills

· OH&S experience an asset

Skills & Abilities

· Strong communication and interpersonal skills.

· Ability to work collaboratively in high-pressure environments.

· Excellent computer/office equipment skills.

· Ability to prioritize and multi-task in a fast-paced environment

· Ability to self-direct

· Ability to develop and nurture relationships across various cultures, respecting diverse protocols, beliefs, and traditions.

Other Requirements

· First Aid Certificate.

· Successful Criminal Record Check.

Inclusive Hiring Statement:

CWAVS values diverse perspectives and encourages applications from those with relevant lived experiences, even if all listed qualifications are not met. If you believe your skills align with this role, please explain in your cover letter.

Application Process:

CWAVS is committed to equity, diversity, and inclusion, and encourages applications from BIPOC individuals, persons with disabilities, and people of all sexual orientations and gender identities.

To apply, send your cover letter and resume to Sally Beal, Office and HR Coordinator, at cwav@cwav.org. Include your name and “Second Stage Office and Program Administrator 2024-39” in the subject line. Only those considered will be contacted.

Job Type: Part-time

Pay: $25.25 per hour

Expected hours: 24 per week

Benefits:

• Casual dress
• Dental care
• Employee assistance program
• Extended health care
• On-site parking
• Vision care

Flexible language requirement:

• French not required

Schedule:

• Day shift

Education:

• Secondary School (preferred)

Experience:

• OHS: 1 year (preferred)
• Trauma Informed Practice: 1 year (preferred)

Work Location: In person

Application deadline: 2024-12-13
Expected start date: 2024-12-16