Assistant to Vice President, Women & Families Programs (Permanent, Full-Time)

Union Gospel Mission (Vancouver) • Vancouver, BC

72d • $32 - $35 • Onsite

About The Position

The Assistant to the VP, Women & Families Programs provides high-level administrative, executive, and coordination support to the VP and Leadership Team, enabling strategic, consistent, and efficient departmental operations.

Requirements

• Agreement with UGM’s Mission Statement (see www.ugm.ca) and Statement of Faith.
• Related post-secondary degree or diploma (e.g. Business Administration, Social Work, Leadership) from a recognized, fully accredited university, or an equivalent combination of training and experience.
• Minimum of 3 years of related work experience, ideally in a multi-ethnic and socially diverse community is required. Supervisory experience preferred.
• Consideration may be given to alternate combinations of lived experience and education.
• Advanced computer skills (Excel, Word and Outlook).
• Demonstrated analytical thinking and organizational skills.
• Demonstrated ability to deal with highly sensitive and confidential material and situations.
• Ability to be an ambassador of Women & Families programs, collaborating well with other departments
• Be well versed in the language, and philosophy and praxis of care within Women & Families programs
• At least 20 hours of training in one or more of these subjects: counselling; crisis and conflict resolution; psychosocial intervention for substance use disorders; and trauma-informed practice.

Responsibilities

• Provide confidential administrative and executive support to the VP.
• Manage calendars, meetings, appointments, and travel.
• Prepare spreadsheets, presentations, reports, briefings, and documents.
• Prepare agendas, arrange meeting facilities, and take action-based minutes.
• Draft and edit correspondence and communications.
• Support email management.
• Maintain organized filing systems.
• Order materials, equipment, and supplies.
• NetSuite invoicing and other payment submissions
• Reconcile monthly credit card statements
• NetSuite invoicing and other payment submissions
• Reconcile monthly credit card statements
• Prepare spreadsheets, reports, and documents.
• Order materials, equipment, and supplies.
• Coordinate departmental meetings, retreats, events, and tours.
• Maintain consistent workflows and processes across multiple programs and locations
• Set up and maintain topical records management systems.
• Support the administrative onboarding of new staff as appropriate
• Support communication and coordination across the department.
• Coordinate KPI tracking, documentation, and reporting.
• Prepare monthly, quarterly, and annual KPI summaries.
• Maintain systems for storing data and reports.
• Assisted Living Registry – policy and reports support
• Familiarity with the Ministry of Social Development and Poverty Reduction regarding daily stipend, reporting, and payment processes
• Provincial Perinatal Mental Health and Substance Use – support coordination of record keeping and report writing regarding funding and deliverables
• Support updates to policies and procedures.
• Track policy compliance.
• Participate in NetSuite and other databases.
• Support process and system improvements.
• Coordinate departmental events and celebrations.
• Support logistics for tours, visitors, and donor events.
• Adhere to and support staff awareness of all UGM policies and practices.
• Perform other duties as assigned.

Benefits

• competitive salaries
• generous vacation and sick leave
• an RRSP matching program
• the potential for educational assistance
• flexible work arrangements
• extensive benefits plan is fully employer-paid and includes extended dental and medical, as well as $4,500 per year in pooled paramedical expenses

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree