Foundry Administrative Assistant

at  Sunshine Coast Community Services

ABOUT COMMUNITY SERVICES:

Sunshine Coast Community Services Society is a community-based organization that has been providing services for people on the Sunshine Coast since 1974. Our history is one of caring, commitment and flexibility. We provide services through more than 30 programs all along the Coast in four key areas - Community Action and Engagement; Together Against Violence; Child and Family Counselling; and Family, Youth and Children’s Services. Our core values are those of social justice, inter-dependence, diversity, compassion, and respect. We are looking for staff who share our values and are passionate about making a difference in their community.

SUMMARY:

Sunshine Coast Community Services Society is the lead agency for the Foundry Sunshine Coast. Foundry is removing barriers and increasing access to health and wellness services for young people ages 12–24 and their caregivers through a network of youth-friendly centers across British Columbia and online. By offering integrated mental health care, substance use services, physical and sexual health care, youth and family peer support, and social services, Foundry makes it easier for young people to find support in their communities. Online resources and first-of-its-kind virtual care further broaden Foundry’s reach. The Administrative Assistant reports to the Foundry Manager.

QUALIFICATIONS AND REQUIREMENTS:

• Post-secondary training in office administration or related field is a strong asset.
• Three years of experience in a busy community social services organization or equivalent is required.
• Willingness to learn, be creative and flexible when situations change, adaptable to new technologies, and able to work in ambiguous environments.
• Experience working effectively and in a non-judgmental manner with clients from different cultures, ethnicity, and socio-economic backgrounds.
• Experience working in the non-profit sector is an asset.
• Proven ability to work collaboratively across programs and with community partners.
• Strong computer skills in Microsoft Office suite.
• Excellent communication and organizational skills.
• Master multi-tasker able to identify and act on priorities.
• Successful results of criminal records check.
• Strong knowledge of SCCSS programs and services.

• Support the mission, vision, and values of Foundry and SCCSS including participating in organizational wide initiatives as interested or asked.
• Stays current with Foundry and SCCSS programs and services.
• Sets up Teams and maintain list for the Advisory Tables
• Attending and transcribe notes from Advisory Table meetings.
• Update Advisory Table documents on Teams and email when requested.
• Using the Communication list send Foundry updates as specified.
• Respond to Foundry inquiries as needed.
• Support Foundry events and community engagement.
• Monitor calendar and schedule meetings and events as needed.
• Maintains up-do-date information about Foundry and other community resources, including brochures.
• Checks both the Reporter and the Local each week and retains any items about Foundry and all its programs.
• Maintains an up-to-date program, telephone, and email contact lists.
• Manage “Thank You” to donor’s process.
• Stays current with relevant external community resources.
• Book rooms for the different programs and arrange to move meetings if required externally and internally by coordinating with staff.
• Participates in training.
• Maintains forms, lists, workshop registrations and other records as required.
• Operates a variety of office equipment, e.g. fax / printer / photocopier, and telephone and provides liaison with technical support by reporting breakdowns, ordering toner, etc. Provides support to staff if required.
• Coordinates office supplies, kitchen supplies, and office furniture purchasing and maintaining inventory.
• Sorts and distributes post, courier and faxes, incoming mail and prepares outgoing mail.
• Provide clerical/printing support and type/export to letterhead, prepare documents for staff, leadership, and Advisory Committee members as required.
• Collaborates with other Foundry programs and community partners to enrich program delivery and fulfill our mission more effectively.
• Demonstrates cultural competency working with Indigenous families and community.
• Supports ongoing compliance with accreditation standards, new standards and CARF requirements.
• Assists with other duties as required, from time to time, aiding with the efficient operation of the organization.