Administrative Assistant

Scarborough, Toronto, ON, Canada - ESE0280

The Administrative Assistant position is key to the success of the Essential Skills for Employment (ESE) program as you will be providing administrative and organizational support to the ESE Manager and team. The position will support record keeping, financial management, health and safety compliance, and assist in outreach and client servicing. Previous experience showcasing strong organizational and communication skills necessary.

ABOUT YWCA ESSENTIAL SKILLS FOR EMPLOYMENT PROGRAM

The Essential Skills for Employment project is a national four-year initiative designed to improve the awareness of adult learning, literacy, and essential skills among partners, stakeholders and employers, as well at the application and integration of literacy and essential skills into their programs and activities. The project is currently in its third phase, and aims to build on the promising practices and lessons learned that emerged from YWCA Toronto’s 2010 Essential Skills for Employment project, and the 2019 YWCA Building Sustainable Futures project. This project aims to expand its reach within the Collaborator communities through various knowledge exchange initiatives, in order to build capacity among Collaborators, partners, employers, and other stakeholders who are supporting vulnerable communities to gain access and engage in the workforce.

HOW TO APPLY
Please submit your cover letter and résumé to: Pallak Arora, Manager of Essential Skills for Employment program at Esejobs@ywcatoronto.org.
Please quote JOB ID number ESE0280 and your name in the subject line.



  • In-depth knowledge of an academic or technical discipline normally acquired through completion of a community college diploma (e.g. business administration, commerce or related field) (Cases for Equivalency will be considered);
  • Demonstrated knowledge and experience in general accounting required;
  • 3-5 years directly related work experience;
  • Advanced computer skills in Windows, Excel, Internet, and database applications;
  • Operates in an environment that has minimal supervision, requires flexibility, adaptability and problem solving skills;
  • Knowledge of youth, women’s services, settlement, adaptation and employment programs required;
  • Demonstrated ability to work under pressure;
  • Ability to work within an anti-oppression and feminist framework;
  • Ability to maintain a positive approach and a professional manner at all times;
  • Experience working within a multicultural environment;
  • Knowledge of and ability to trouble shoot computer hardware network connections;
  • Superior customer service, verbal and written communication skills;
  • Very strong organizational skills and detail-oriented;
  • Marketing experience and knowledge of another language are an asset.
Please note: A vulnerable sector police reference check is required by the successful candidate prior to hiring. YWCA Toronto is a unionized workplace. Staff are represented by CUPE Local 2189. This position is within the Bargaining Unit. For internal applicants, this position is not secondable.
YWCA Toronto promotes the principles of anti-oppression and adheres to the tenets of the Ontario Human Rights Code. We encourage applications from women of all races, ethnic origins, religions, abilities and sexual orientations.
YWCA Toronto provides accommodation during all parts of the hiring process, upon request, to applicants with disabilities. If contacted, please advise us if you require any accommodation. While we thank all candidates for their interest, only those selected for an interview will be contacted.
YWCA Toronto is a Scent-Sensitive Workplace.
Posting Date: November 21, 2019

  • Answers, screens and directs calls from the switchboard and replies to Essential Skills for Employment Programs e-mail and telephone enquiries;
  • Assists visitors and participants with inquiries regarding Essential Skills for Employment Program and other programs within the same location;
  • Assists in preparing refreshments for meetings when required and ensures training rooms meet professional standards;
  • Ensures that office and program supplies for the Essential Skills for Employment Program staff team are available;
  • Provides administrative and organizational support to the Manager, and staff team;
  • Acts as a contact for all vendors and consults with the Manager for decision making;
  • Responsible for program records management, which includes maintaining filing systems, developing procedures and criteria for archiving and disposal;
  • Provides support to ensure timely, accurate and complete data collection and entry and maintain capital inventory for program;
  • Prepares quarterly claims and prepares periodic reviews of the budget status for YWCA and for the funder – ESDC;
  • Assists with preparing and monitoring the budget in consultation with the Manager;
  • Checks monthly printouts from the Finance Department and brings discrepancies to the attention of the Managers and Finance department and generates journal entries for corrections;
  • Assists Manager with the preparation of financial statements for quarterly review, year-end reports and program budget proposals and financial and narrative reports to the funder;
  • Tabulates statistics and prepares computerized monthly/quarterly/annual program summaries.
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