Admin Support 4

at  Fraser Valley Child Development Centre

The Fraser Valley Child Development Centre is located in the beautiful Fraser Valley, close to nature and the city, with many opportunities for outdoor and leisure activities. We acknowledge that we provide our services on the traditional, ancestral and unceded territories of the Stó:lō and Nlaka’pamux peoples. We are a community-based organization providing innovative, strength based, family centered services to children, youth, and their families. Our work focuses on child development – supporting, advocating, and empowering children and families. Services are delivered in a culture of excellence, diversity, and respect, with a focus on positive outcomes for each child, their families, our staff, and our community. We believe in “Helping Kids Shine”.
The Fraser Valley Child Development Centre is a flexible, supportive employer that invests in the mental health, wellbeing, and professional development of our staff. FVCDC envisions a diverse, inclusive workforce that reflects our communities. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code.

SUMMARY OF JOB DESCRIPTION:

Reporting to the Manager of HR & Operations, the Admin Support 4 role provides essential administrative support to the regional team, contributing to efficient daily operations and organization-wide administrative initiatives. This position involves a variety of tasks, including developing and managing record-keeping systems, assisting with client intake and scheduling, compiling client information and statistical data, and handling purchasing processes. The role also includes front-desk reception duties, operating office equipment, handling cash transactions, and managing mail and courier services. This position requires professionalism, adaptability, and a high level of attention to detail when handling confidential information. Flexibility, technical proficiency, and the ability to prioritize in a dynamic environment are essential for success in this role.
Position Type: Temporary, Part-time (0.6 FTE), 6 Months Term Position with possibility for a longer term.
DAYS OF WORK: Wednesday, Thursday & Friday (Days may subject to change as per operational requirements.)

QUALIFICATIONS:

• Education: Grade 12 and Office Administration Certification required.
• Experience: Minimum three years of recent, related experience in an administrative support role, or an equivalent combination of education, training, and experience.

SKILLS AND ABILITIES:

• Proficiency in organizing and prioritizing tasks effectively to manage multiple responsibilities.
• Strong written and verbal communication skills, with aptitude in business writing.
• Ability to work both independently and collaboratively within a team environment.
• Competency in using Microsoft Office tools (Outlook, Teams, Word, Excel, etc.), with advanced Excel skills as a plus.
• Technologically savvy with experience in creating fillable forms and working knowledge of Adobe.
• Skilled in maintaining rapport with clients and ensuring confidentiality in handling sensitive information.
• Familiarity with medical terminology is an asset.
• Ability to analyze and resolve issues efficiently.
• Physical fitness to fulfill the duties of the position, including occasional lifting or transporting of office supplies.

• Administrative Support:
• Create, organize, and maintain electronic and physical record-keeping systems.
• Prepare, proofread, and edit documents, reports, and other materials as needed.
• Manage mail and courier services, and handle cash transactions securely and accurately.
• Operate office equipment, such as copiers, scanners, and fax machines, ensuring equipment maintenance and troubleshooting as necessary.
• Creating meeting agendas and taking minutes.
• Client Coordination:
• Assist with client intake and registration, including scheduling appointments and managing client information with professionalism and confidentiality.
• Compile, maintain, and report on client statistics, contributing to data-driven service planning and evaluation.
• Conduct surveys and create detailed reports in Excel to support program analysis and improvement efforts.
• Provide welcoming and professional client experience, establishing rapport with clients and responding to inquiries effectively.
• Procurement & Office Management:
• Process orders for supplies and services, manage inventory, receive deliveries, and verify invoices for accuracy.
• Ensure smooth office operations by keeping supplies stocked, tracking orders, and coordinating with vendors as needed.
• Policy & Procedure Support:
• Participate in the evaluation and development of department policies and procedures to improve operational efficiency.
• Contribute to updating administrative policies and standards in alignment with organizational goals.
• General Reception and Front Desk Duties:
• Answer phone calls, greet visitors, and manage front-desk inquiries with courtesy and professionalism.
• Direct incoming communications and visitors appropriately, providing information and support as needed.
• Other duties as assigned.