Front Desk Coordinator/Admin Assistant (in Brooks) Position Title:

Front Desk Coordinator/Admin Assistant

Pay Grid:

$18/hour

Department:

Employment Services

Hours:

40 hours/week

Our Culture: YMCA of Southeast Alberta strives to integrate our commitment to diversity and social inclusion in all that we do. We believe that strong leadership is created through the sharing of diverse experiences and perspectives. We actively seek candidates who embody these principles and who reflect the many dimensions of the communities we serve. We are a charitable organization that provides health and fitness opportunities, employment services, licensed childcare, and various community programs in Medicine Hat, Redcliff, and Brooks. When you work at the YMCA, you’ll play an important part in building strong, thriving communities while positively impacting people’s lives. Join our team at the Y, a place where everyone belongs — including you!

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day, demonstrating our values in action.

We do the right thing.

We are caring, respectful, honest, and responsible in all that we do.

We put people first.

We believe in each other – honouring our strengths, diversity, perspectives, and passions.

We do what we say we will do.

We lead by example.

We are courageous, speaking with conviction and always willing to listen and collaborate.

What qualifications are we looking for? At the YMCA of Southern Alberta, we strive to ensure our employees are a good fit based on their strengths, interests, and future goals.

The successful candidate will have the following:

Education/Certifications/Credentials/Professional Registration

2 Years of post-secondary in Administration or Human Services/ Social Sciences

Evidence of a clear Police Information Check (with Vulnerable Sector Search if applicable), within the last six months

Must have a valid driver’s license with a class 07 automobile insurance coverage business use (or pleasure with occasional business use) and a minimum of $2,000,000 in liability coverage

Knowledge & Skills

Computer skills (Strong knowledge of word processing, PowerPoint, Internet)

Knowledge of employment, education, and training strategies, local labour market information and community resources

Exceptional customer service attitude

Ability to support others in empathetic, non-judgmental manner

Be organized and resourceful

Strong leadership and communication skills

What does this role look like at the YMCA of Southern Alberta? Reporting to the Employment Centre Manager, the Front Desk Coordinator/Admin Support is responsible for the main and front desk as the initial point of entry for our clients, professionals, employers and the general public.



Community stakeholders contact our centre via in person, telephone, and email. The front desk area, the first impression of our organization, and our professionalism is a high priority to ensure superior customer service. The Front Desk Coordinator will exercise diligence in creating and maintaining a distraction free and inviting front desk area.

The responsibilities and duties of this role will include but is not limited to:

Customer Service

Answer telephone and greet public in a pleasant and courteous manner

Answer general inquires, relay program and service information and conduct the initial screening and refer to appropriate staff in a timely and knowledgeable manner

Assist clients with self-help materials

Phone next day appointments to remind clients of their appointments

Responsible for phoning No Shows for appointments and recording in the file

Conduct oneself in a professional and positive manner, adhering to YMCA Employment Centre’s established moral, ethical and professional standards while ensuring client confidentiality

Be committed to exceptional customer service and create opportunities to enhance every persons’ YMCA experience.

YMCA Values

Demonstrate and promote a personal understanding of and appreciation for the mission, vision, and values of the YMCA and its programs and services

Demonstrates appropriate behaviors in line with our Mission, Vision and Values as reflected in our YMCA competencies; takes a member focused approach to increase their understanding of programs offered across the Association.

Teamwork Work effectively within the Employment Centre team, contributing to its overall success by:

Promote the YMCA’s annual Y Connect Campaign

Promote and/or attending YMCA events

Contributing to a positive and healthy workplace culture

Other duties to assist the team, as assigned

Assist in the promotion and advertising of our programs, services and special events

Create any documents, resource materials as needed / requested by staff

Attend all YMCA meetings as required.

Work in a team environment to achieve optimal collective results and program requirements

Work cooperatively with community groups and agencies, businesses and other organizations involved in providing career, employment, education and training resources

Standards that Shine

Achieve all quality standards and targets established under YMCA best practices and the YMCA’s Standards that Shine

General cleaning as required around the facility





Ensuring all staff are aware of Standards that Shine, and work with them to create a culture of excellence in adherence to guidelines and expectations outlined by the Standards that Shine.

Interpersonal/Communication Skills

Communicate effectively with coworkers, supervisors, managers, and the senior leadership team

Ensure workplace conflicts are resolved quickly, following YMCA policies and procedures

Answer general inquiries, relay program and service information and conduct the initial screening and refer to appropriate staff in a timely and knowledgeable manner

Answer telephone and greet public in a pleasant and courteous manner

Quality of Work

Maintain job boards, employer and job profiles

Ensure display material is current and relevant

Ensure that front desk computer is organized and that files are easily accessible

Ensure front file cabinets are organized and up to date

Update, evaluate and stock all Employment Centre forms

Sort and distribute Canada Post mail

Attend all required training

Administrative functions related to the program guidelines

Create any documents, resource materials as needed / requested by staff

Assess the prospective client’s desired career / employment / training/ education goals and assess how we can best assist in achieving those goals

Assist clients in the centre with resume development, job search strategies, training opportunities, career planning, employability skills, labour market information and any other identified need

Provide referral to appropriate staff and/ or community agencies

Understand the importance of meeting contract numbers and expectations

Provide support and assistance to other staff when necessary

Additional job responsibilities will be assigned dependent upon the candidate’s interest and skills / experience, and Employment Centre goals and strategies

Compliance with Legislation and YMCA Policies and Procedure

Adherence to the following at all times:

YMCA Child Protection and Operational Policies and Procedures

Public health and safety regulations

Occupational Health and Safety

Compliance of contractual obligations and policy guidelines

Work Environment and Physical Demands

Office location is on the main floor

Sitting at a desk and using a computer for most of the day

From time to time, may need to lift boxes of files weighing up to 20 pounds

May be exposed to all weather conditions when walking outside to/from vehicle

The Perks to Joining our Team:

Paid wellness days and benefits package after 3-month probationary period

Paid Birthday and Employment Anniversary Date

Free Health Plus Membership with 15% discount for family members

2 weeks paid vacation after 3 months prorated based on start date

1 week of PTO after 3 months prorated based on start date

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📌 Front Desk Coordinator/Admin Assistant (in Brooks) (Winnipeg)
🏢 YMCA of Medicine Hat
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