langford job bank

Position: Permanent Full Time
Placement: Immediate
Salary: $19.97/hour
Hours: 35 hours per week; Monday – Friday 8:00 – 3:30pm
*Flexibility to work up to 6:30pm based on needs of the Association

Nature and Scope:
The Registration Services (RS) department supports all departments of the Y providing excellence in customer service and administration from the Administration offices located in Langford BC. This position is not a front desk position in the Westhills Y. This is an onsite position; remote work is not available.

Reporting to the Supervisor of Registration Services, the Administrator will work closely with key staff in departments across the Vancouver Island Y. The Administrator will be responsible for registration and administration for all licensed Child Care programs. The Administrator will have advanced experience using ActiveNet or similar registration software, and provide support and database set up of programs and services and report collection. The Administrator will be responsible for administrative support for the Y Outdoor Centre and will work closely with the camp staff team. A high degree of tact and resourcefulness is required for this position.

The Administrator will also support Registration Services functions and spend approximately 50% of their time each day completing the following: answering a high volume of phone calls, performing repetitive administrative and registration tasks. Experience dealing with challenging service situations is an asset. The successful individual must be able to retain a large volume of product knowledge.

This permanent full-time position is entitled to a YMCA-YWCA individual membership; 15 days’ vacation; and a cost-shared benefits package (after completion of the probationary period) which includes:
• An individual membership at the Y’s fitness facilities (immediate)
• Annual vacation – 15 days
• Sick Leave Benefit – 18 days annually
• Life Insurance, AD&D, LTD, Extended Health Care, Dental, and our Employee Assistance Plan (after 6 months)
• YMCA Canada Pension Plan (eligible after one year)

Responsibilities:
● Responsible for Child Care registration and administration including registration, subsidy tracking & billing, childcare transitions and related communication, monitoring wait lists and withdrawals
● Responsible for administrative support for Outdoor Centre program bookings and facility rentals
● Performs seasonal set up of programs and services in the Active Net database
● Perform collection and interpretation of reports in the Active Net database
● Provide over the phone and email customer service to inquiries as received by the YMCA-YWCA of Vancouver Island
● Communicate directly with members and the general public who contact the Association via phone and email (minimal walk-in traffic)
● Respond to inquiries and provide advice on YMCA-YWCA membership, program selection, courses, and activities
● Promote the benefits of membership to existing and potential members; develop relationships to enhance service levels and member appreciation of value
● Promote and register participants in Camp Thunderbird, Child Care and Health, Fitness, and Aquatics programs
● Process administrative and accounting tasks that support Membership Services, such as but not limited to membership sales, responding, and resolving membership account and payment issues, processing membership holds, cancellations and amendments
● Provide registration and administrative support for special events and seasonal needs of various departments
● Respond to, resolve, or refer member and community inquiries and feedback regarding all aspects of the YMCA-YWCA of Vancouver Island functions and activities

Qualifications:
● High School Diploma is required
● 3 years’ experience in office administration, preferably recreation based
● A minimum of 6 months experience using Active Net registration software or over 1 year using a similar registration software
● Experience using Microsoft Office 365
● Experience using Microsoft Excel to create and provide reports, track information and able to create/use formulas
● A clear Police/RCMP Criminal Record Check with Vulnerable Sector Screening required
● The YMCA-YWCA has implemented a mandatory COVID-19 vaccination policy requiring all staff and volunteers to be fully vaccinated.

To Apply: Please send a cover letter and resume to:

Human Resources
YMCA-YWCA of Vancouver Island
Email:

Please Note:
1. Application Deadline: August 5, 2022
2. Applications will be short-listed for interviews as they are received.
3. We thank all applicants, but only short-listed candidates will be contacted.

The YMCA-YWCA of Vancouver Island is an equal opportunity employer.