Administrative Associate

Status: Regular Full-Time, 21 hours/week; Excluded
Program: Infrastructure
Location: 2020 Yukon Street or 3284 East Broadway, Vancouver BC 
Salary: $32.31 to $36.55/hour

At VACFSS, we ensure that the rights, safety, well-being and spirit of Indigenous children and families are upheld, honored, and protected. We strive to eliminate oppression, discrimination, and marginalization within our community. We acknowledge and honor the inherent wisdom, capacity, and resourcefulness of our community in designing programs and services to care for our own children and families. Accordingly, we are dedicated to planning, developing, and implementing creative and innovative Indigenous programs and services in collaboration with members of our community and other agencies.

• Join an Agency that strives to provide services to strengthen Indigenous families culturally and spiritually!
• Receive a competitive hourly rate of $32.31 to $36.55 PLUS a comprehensive benefits package!
• Take on a challenging role that provides membership in the Public Service Pension Plan!

The Administrative Associate will provide a range of administrative support tasks to the to the two Director of Integrated Practice and Operations. Duties Include: providing administrative support to the Directors and their related work ensuring communication, information, scheduling and deadlines are maintained. The Administrative Associate will have excellent administrative, interpersonal, and project management skills needed to support the Directors with the full range of responsibilities, from organizing all meeting logistics as well as formatting and collating documents. The Administrative Associate must be able to perform duties using tact, discretion, sensitivity and confidentiality, with high attention to detail exhibiting high level of emotional intelligence, patience and integrity.

This position exercises judgement, discretion and initiative in managing the flow of information related to the Directors. The responsibilities include:

• Prioritizes communication and documents for processing and signature, assist in managing incoming requests for the Directors.
• Maintains the calendar for the Directors, manages cross program meetings for Directors.
• Project Management & Reporting.
• Organizes meeting times/committees; agenda preparation, taking minutes and distribution.
• Coordinates all logistics for meetings such as: booking meeting rooms/facilities, setup catering, etc.
• Tracks all action items noted in the minutes are followed through by designated individuals, both committee members, Directors and Managers.
• Maintains, and monitors administrative systems and processes. (e.g., maintaining legal & financial documents, policies, approvals, tracking and updating manuals.)
• Keeps important information and documents organized physically, and electronically.
• Establish, implement and maintains centralized office management and filing system.
• Update calendars and trouble shoot any booking oversites.
• Arranging travel and accommodation for Directors as required.
• Assists in planning and organizing agency events as requested by the Directors such as annual BBQ, winter solstice, administrative day, social work week and cultural committee.
• Managing data ensuring documentation and information is maintained as per legal requirements.

This position requires a high degree of relational engagement and support based on the Indigenous culture core competencies and the values of respect, strength-based practice, humility, integrity, belonging. Communication and administrative support work occurs within a governance context of the organization. The role requires practical and strong knowledge of organizational administrative support processes and procedures to respond to internal and external stakeholders accordingly.

Performs all other duties related to the Administrative Associate functions as assigned by the Directors in carrying out the mission and mandate of the agency.

A comprehensive position profile will be available to candidates shortlisted for the position.

INDIGENOUS CORE CULTURAL COMPETENCIES:

• Relational Engagement
• Leadership
• Collaborative Planning and Decision Making
• Emotional Competency
• Resilience
• Cultural, Spiritual Expression

QUALIFICATIONS:

• Minimum two (2) Year Diploma in an administrative program.
• Three to Five years’ experience providing administrative support in a similar environment.

OTHER REQUIREMENTS:

• Knowledge of office practices and procedures.
• Knowledge of various filing systems and maintenance.
• Ability to engage with emotionally heightened clients or clients facing stressful situations.
• Proficiency in Microsoft Outlook and Cisco (multi-line).
• Proficiency in using Windows based computer applications including spreadsheets (Excel), word processing (Word), PowerPoint and other standard computer applications.
• Hands-on experience with office equipment (e.g. fax machines and printers).
• This position may involve extended working hours, evenings and some weekends.
• This position requires the incumbent to be available in the office.
• Ability to type 50 wpm.
• Criminal Record Check and a valid BC Driver’s Licence and access to a safe, reliable vehicle

BENEFITS:

• Extended health and dental
• Group life and AD&D
• Employee and Family Assistance Program
• 100% employer-paid premiums
• 3 weeks of vacation pro-rated 
• Public Service Pension Plan
• Access to VACFSS’ Staff Cultural Clinical Counselor, Elder
• Access to Indigenous Cultural Teachings as coordinated by the Agency

We thank all candidates for their interest; however, only those shortlisted will be contacted. VACFSS values a diverse work force, preference will be given to qualified Indigenous candidates as per Section 41 of the Human Rights Code.

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