Administrative Representative

Full Time Salaried Contract

Posted date: November 25, 2016

Position vacancy Closing date: December 09, 2016
Employment TypeFull Time
Job ID1028
PayStarting Salary: $30,000
Reports toProgram Team Leader
Location / RegionNewcomer Information Centre, Toronto Dufferin Street YMCA Centre

Why Work for the Y?

YMCA of Greater Toronto aspires to be a great work place through an environment that embraces diversity and social inclusion, valuing differences and supporting full participation by all employees. The YMCA provides more than 5,000 employees with meaningful jobs and the opportunity to make a difference in the lives of individuals and the health of our communities. The YMCA works to build healthy communities. This is achieved through a shared culture and values. We recognize the contributions of our staff through innovative practices, great benefits and growth opportunities.

Nature and scope

YMCA Employment and Community Programs provide a variety of employment, counselling, outreach, intervention, training and newcomer programs to youth and adults throughout the GTA. The Newcomer Youth Leadership Development (NYLD) program will provide newcomers to Canada between the ages of 13-24 with youth-friendly environments where they can meet new friends, develop their leadership skills, and more quickly adapt to Canadian society.  The program has a specific focus on settlement and integration issues and community involvement.  The program also engages the parents and immediate family members of youth participants through fun, educational and recreational family activities. The goal of this YMCA initiative is to assist newcomer youth and their parents to have a positive settlement experience.

The Administrative Representative is part of a diverse team helping newcomers find information and assisting with their settlement in Canada.  The Administrative Representative welcomes and provides excellent customer service to NIC members. The position requires administrative support including entering member information into NIC database, providing general clerical support; and supporting senior staff with statistical reports. The Administrative Representative provides translation/interpretation when needed; assisting newcomers make a smooth transition into Canada.


  • Greets members with a warm and welcoming approach, assists them with the intake process; refers unregistered members to appropriate service providers or community agencies; provides translation/interpretation when needed
  • Provides members with an orientation to all services available at the Centre; instructs members in the use of equipment and software; assists members in the use of computers and other equipment to conduct information searches; troubleshoots common equipment problems (computer, printer, fax machine, telephones, photocopier, etc.)
  • Performs data entry input and retrieval, ensuring the data is complete and accurate; maintains an organized, accurate member filing system; provides support in program statistical reports
  • Performs various administrative support duties such as ordering necessary office supplies and maintaining an accurate inventory of all program supplies and equipment; responsible for mailings, faxing and photocopying as required
  • Assists in maintaining staff bulletin boards, member displays and other communications, as per program standard; provides support to volunteer development
  • Models appropriate behaviours to staff in line with our Mission, Vision and Values; establishes rapport and maintains effective relationship building behaviours with staff and members. Represents the YMCA and the Association in a professional manner.
  • Understands and integrates the value of philanthropy and volunteerism and imparts this knowledge and belief upon staff, volunteers and members.
  • Understands the legal responsibilities and moral imperative to report suspected child abuse to Children Protection Services.
  • Other related duties as required


  • Completion of some post-secondary courses in related field
  • Previous administrative/clerical work experience or other relevant experience
  • Knowledge of settlement services and community information resources an asset
  • Experience and sensitivity dealing with members, staff and volunteers of different cultural and racial backgrounds, including visible and non-visible dimensions of diversity
  • Proficient with personal computer applications, e.g. Microsoft Office, Microsoft Outlook, and Internet search engines
  • Well developed interpersonal, and relationship building skills; ability to establish rapport and excellent communication with members, community partners, staff and volunteers; excellent written communication skills.
  • Flexibility regarding work location and hours, including evenings and Saturdays
  • Ability to communicate in another language is a requirement

How to apply

Please send cover letter and résumé along with salary expectations quoting
job posting #1028  by Friday, December 9, 2016 to:

 Karine Shynkarenko
Team Leader, Newcomer Information Centre
Toronto Dufferin Street YMCA Centre

4580 Dufferin St., 2nd Floor
Toronto, ON M3H 5Y2

Job offers are contingent upon the successful completion of a Police Records Check. Within the first four months and every three years thereafter, a Vulnerable Police Records Check is required.

The YMCA of Greater Toronto values the diversity of people and communities and is committed to excellence and inclusion in our Association. We are committed to an environment that is barrier free. If you require accommodation at any stage during the hiring process, please inform us in advance to arrange reasonable and appropriate accommodation.

About YMCA of Greater Toronto

The YMCA of Greater Toronto is a dynamic charity offering opportunities for personal growth, community involvement and leadership. Our 2010-2020 strategic plan Strong Start Great Future calls upon our Association to invest in young people across their life stages to deliver on our vision of ensuring our communities will be home to the healthiest children, teens and young adults. This community health strategy includes a significant role for adults and older adults.

Mirroring the region’s diversity, the YMCA offers a variety of programs responding to the needs of the community, including employment and essential skills, education, newcomer programs, youth outreach and intervention, fitness, sports and aquatics, international programs, child care and camps.

When you support the YMCA of Greater Toronto’s Annual Giving, you help us ensure more children, youth and young adults have the chance to be healthy… and so much more. We believe that by providing our children with a strong start, they will have a great future. And, ultimately, strong, healthy children mean strong, healthy communities in the GTA for the years to come.

Greater Toronto's Top 2016 Employers
2015 Canada's Best Diversity Employers
2015 Canada's Greenest Employers
Canada's Top Employers for Young People 2016