ABOUT US – WHY WE’RE HERE:

Across British Columbia, communities are facing urgent and complex social challenges. United Way BC is committed to delivering lasting, community-driven impact in partnership with diverse populations across the province — including Indigenous communities whose territories we live and work on. From Vancouver Island to the Lower Mainland, and across the Thompson Nicola Cariboo, Southern Interior, Trail and District, and East Kootenay regions, we walk alongside communities to create meaningful and equitable change.
Our mission is to strengthen vital connections that support people in need in our communities.
Our vision is to create a healthy, caring, and inclusive community.
How do we deliver on our mission and vision – by delivering resources and support for those who need it most, and by living our values of being collaborative, compassionate, strategic, responsive, accountable, and inspiring.
For a more in-depth look into our work and programs, please visit: www.uwbc.ca.

ABOUT YOU:

We are looking for a personable and responsible Administrator to perform a variety of administrative and clerical tasks. Duties of the Administrator include providing support to the directors and managers, assisting in daily office needs, and managing our company’s general administrative activities. You will be responsible for answering and directing phone calls, organizing, and scheduling appointments and meetings, maintaining contact lists, producing, and distributing correspondence memos, letters, faxes, and forms, assisting in the preparation of regularly scheduled reports, developing and maintaining a filing system.

EDUCATION:

• 1 year diploma in business administration or office administration
• First Aid certification is an asset

EXPERIENCE:

• Minimum 3 years’ experience in an administration role
• Previous experience in basic purchasing practices (i.e. sourcing supplies and/or suppliers) preferred
• Experience in a non-profit is an asset

SKILLS:

• Strong team player
• Strong organizational and time management skills
• A clear, friendly speaking voice
• Ability to meet assigned objectives by adapting and modifying the sequence of work, methods and standards to meet changing conditions
• Proficiency in English grammar, spelling and punctuation
• Ability to compose simple, clear, concise correspondence and reports and to draft more complex correspondence
• Ability to exercise a high level of tact and discretion in both internal and external interactions.
• Proficient in standard Office 365 applications including collaboration tools Teams and SharePoint, at a moderately complex level
• Able to operate and troubleshoot the normal range of office equipment such as faxes, copiers, and postage machines
• Ability to provide accurate data entry and/or typing skills at a moderate to high-speed level
• Ability to assess quotations for supplies or services and make recommendations
• High attention to task-oriented detail
• Ability to see and promote ways to improve customer service
• Ability to learn and adapt to new software systems as required
• Ability to build and maintain relationships with staff at all levels
• Knowledge of general office processes and procedures

ABOUT THIS ROLE:

This role serves as the first point of contact for the organization, delivering front-line customer service to external and internal stakeholders. Responsibilities include greeting and directing in-person visitors, handling incoming calls, and providing general information in person and by phone. The position also supports staff and campaign personnel by assisting with central office equipment, building and security services, and other administrative functions. Additionally, the role acts as the main liaison for the central services functions including monitoring and ordering departmental and custodial supplies.

DUTIES & RESPONSIBILITIES:

Key Responsibilities: Customer Service and Reception

• Responds to enquiries from internal and external sources by providing information based on a knowledge and understanding of standard organizational guidelines, procedures and policies
• Greets and directs visitors ensuring visitor protocols are followed
• Operates the telephone/switchboard by answering calls and responding to requests for information or directing calls to the appropriate person
• Maintains and updates the Reception Procedure Manual
• Collaborates to arrange receptionist relief schedule and maintains roster
• Maintains and updates central organization information such as telephone lists to ensure information is accurate and current

Key Responsibilities: Central Services

• Acts as first point of contact for staff on central office equipment providing assistance and guidance as required
• Coordinates and arranges for general services such as locksmith, fire alarm, plumbing, heating, electrical, elevator, pest-control, servicing of equipment, recycling program (shred it and recycle), sprinklers, fire inspections etc.
• Coordinates/initiates service calls and liaises with contractors on matters related to the building, facilitating repairs to building and equipment by arranging dates and times, ensuring impacted personnel are advised accordingly
• Conducts research and gathers information on terms, options and alternative suppliers and makes recommendations for selection of supplies, equipment or suppliers
• Monitors and orders central common supplies to ensure adequate supplies are maintained. Supports the custodian role by ensuring required supplies are available.
• Provides administrative support for a variety of departments/divisions throughout the organization on as needed basis
• Performs timely and accurate data entry for departmental activities, ensuring that CRM system can be relied on as the primary source of information
• Creates and maintains standard documents, spreadsheets, presentations and databases using a variety of software programs and online data retrieval

Key Responsibilities: Health and Safety

• Acts as a key contact for maintaining and responding to Health and Safety issues in the main office.
• Supports the OHS committee by ordering first aid supplies, updating reports and replacing expired or missing items.
• Supports with other OHS tasks as assigned by committee.

Key Responsibilities: General

• May participate in community engagement or fundraising activities
• Performs other duties related to the qualifications and requirements of the job

DON’T MEET EVERY SINGLE REQUIREMENT? STUDIES HAVE SHOWN THAT WOMEN, PEOPLE OF COLOUR AND INDIGENOUS PEOPLE ARE LESS LIKELY TO APPLY TO ROLES UNLESS THEY MEET EVERY QUALIFICATION. AT UWBC, WE ARE DEDICATED TO JUSTICE, EQUITY, DIVERSITY, AND INCLUSION, SO IF YOU ARE EXCITED ABOUT THIS ROLE, BUT YOUR EXPERIENCE AND QUALIFICATIONS ARE NOT PERFECTLY ALIGNED, WE STILL ENCOURAGE YOU TO APPLY. YOU MAY BE JUST THE RIGHT CANDIDATE FOR THIS, OR OTHER ROLES.

This is a bargaining unit role with CUPE Local 1760. This position is at pay grade 29 which is $33.37 hourly.
Candidates must live within 80 KMs (commuting distance) from our office as this position is in-office from Monday to Friday.
Interested candidates are invited to apply by submitting a cover letter and resume to job competition C-2025-35.

For success at UWBC and in this role, certain demonstrable characteristics will be required:

• A commitment to building healthy, caring and inclusive communities, internally and externally
• Embodying the organization’s core values to be collaborative, compassionate, strategic, responsive, accountable and inspiring
• Ability to navigate ambiguity and comfortably operate in it
• Drive to succeed as an individual and as a team membe