Job Description

The YMCA of Southwestern New Brunswick is working hard to address the critical issues facing the region: the health crisis, population decline, youth outmigration and child poverty. At the Y, we are striving to build a diverse and inclusive community where each person is valued for the unique perspectives and contributions they bring.The Y team is a community of 450 employees and 500 volunteers, offering a diverse set of programs at 19 locations within the city and surrounding municipalities. If you dont have a Y story yet now is your opportunity. We invite you to see what the power of belonging can do for you, your career and your community.Newcomer Connections is a key pillar within the YMCA family. Established in 1993, Y Newcomer Connections is a leading immigrant settlement centre focused on creating connections that will transform our community into a lasting, healthy home for immigrants from around the world, and from all walks of life.POSITION OVERVIEWThe Newcomer and Welcoming Coordinator serves as the receptionist at the Newcomer Connections Centre and welcomes and directs newcomer clients.
The Newcomer and Welcoming Coordinator work with and all Newcomer Connections staff in delivering seamless services, assisting with the day-to-day coordination of tasks and office logistics. This position is reports into the GM, Newcomer, and Community Connections and provides the GM direct support on administrative and finance functions.MAJOR RESPONSIBILITIESReception & Welcoming:

• Manage the front desk during business hours to welcome and direct newcomer clients and other visitors, and to answer the phone.
• Build daily relationships with newcomer clients and community stakeholders.
• Uphold all Child Protection procedures purposes.
• Ensure classrooms and other newcomer spaces are kept up to standard (SAM standards, Child Protection Standards, etc.).
• Keep up-to-date with the NC email and voice mail.
• Provide information to newcomer clients, and assist them with filling out intake forms.

Coordination and Administration:

• Provide administrative support to the GM of Newcomer Connections, including the preparation and proofreading of written documents, basic research and other project-based initiatives.
• Liaise with supervisors and team members to help maintain a dynamic, organized work-flow within the department.
• Proactively maintain an organized stock of office supplies and capital inventory, including placing orders for supplies.
• Process and track day-to-day financial transactions and provide ongoing updates to managers and the GM of Newcomer Connections.
• Process documents efficiently and maintain well-organized records that permit easy reference and rapid retrieval of information (including the Y drive).
• Organize meetings as requested and record meeting notes as required.
• Coordinate with community groups, volunteers, and donors as required.
• Perform other duties as assigned by the GM of Newcomer Connections.
• Keep laptop and cellphone inventory.

Support:

• Support in coordinating classroom booking schedule, as needed.

o Support the coordination of language programming by:
o Creating and printing certificates

• Composing or editing a variety of template documents required for clients or other organizations.
• Assist in the enforcement of the LINC attendance policy.
• Provide front-end support during new client start dates alongside the LINC Program Advisor.
• Participate in orientation and training programs when required.

Special Projects:

• Support as the first point of contact for all non-PR clients, from client intake, information gathering and delivering scheduled introductory orientation sessions. Total intake target of 300 nonPR clients.
• Support CFP and other cross departmental projects by coordinating data from various teams, funders, community partners and ensure submissions are received in a timely manner.
• Maintain the service map and create and regularly update an inventory of services and events and eligibility to better service and welcome clients in our office.
• Develop a manual that outlines all the duties of this role, including to welcome and optimally refer clients, time of service, appointment lead time, assessing emergencies, identifying needs, and establishing the appropriate connections to create continuity in the role and allow for time off.
• Lead Y Ignite Participants through their rotational NCC experience and approve timesheets.
• Develop and maintain a list of community partners to ensure synergy and contact with community partners. This list can be used for invitation, contact points in organizations, and capture of the services, meeting provided to partners. IT will be used for invitations, greeting cards, etc.
• Support Health Initiatives by encouraging client participation and facilitating paper work.

QUALIFICATIONS AND EXPERIENCE

• College or university degree
• Approachable and possessing a strong client-centric attitude
• Heightened sensitivity to the needs of our immigrant community
• Work experience in a cross-cultural environment
• Exceptional organizational and interpersonal skills
• Computer literate (MS Word & Excel)
• Ability to work flexible hours
• Must be fluent in the English language, knowledge of other languages is an asset

Competencies Required

• Commitment to Organization Vision and Values: Demonstrates and promotes a personal understanding of and appreciation for the mission, vision, strategic outcomes, and values of the YMCA.
• Communication: Communicates in a thorough, clear, and timely manner and supports information sharing and goal achievement across the YMCA.
• Initiative: Does the right thing at the right time without being asked.
• Integrity: Demonstrates responsible behaviour at all times and maintains high ethical standards.
• Philanthropy: Demonstrates personal responsibility for the YMCA as a charity.
• Planning and Organizing: Establishes a clearly defined and effective course of action for self and others to accomplish short and long-term work goals.
• Problem Solving: Identifies an issue and works towards a solution.
• Self-Management: Works independently with minimal supervision.

Working Conditions

• As a YMCA of Southwestern New Brunswick staff person, you are responsible for your own travel to and from work.
• The YMCA of Southwestern New Brunswick has a Joint Health and Safety Committee which meets on a monthly basis to discuss health and safety within the workplace. Questions or concerns about your workplace must be brought forward to committee members.
• You will be required to work in an environment which is often busy and at times fast-paced.
• You will be required to manage multiple activities on a regular basis.
• This position will require the staff person to sit for long periods of time.
• You will be responsible to follow and abide by YMCA Canada National Experience Program

YMCA of Greater Saint John