Location

In-person at YWCA BC Program Centre: 535 Hornby Street, Vancouver, and YWCA Cause we Care House, 720 E Hastings, Vancouver - and other locations around Metro Vancouver as needed.

Posting Period

Open until filled

Job Description

The Admin Hub is a key support team that delivers comprehensive office administration services to the programs and broader objectives of the Employment and Community Programs department and the wider organisation where applicable. This team plays a vital role in ensuring the smooth operation of department initiatives by providing timely, efficient, and proactive administrative support. The team works closely with program managers, staff and leadership, coordinating and prioritizing various requests and collaborating effectively across different levels of the organization to ensure tasks are completed efficiently. The Admin Hub’s primary focus is to enable program staff and participants to succeed by ensuring they receive the support needed to meet program goals and departmental priorities.

Reporting to the Administrative Manager, the LMS Administrator plays a pivotal role in optimizing, enhancing, and expanding the Learning Management Systems (LMS) used within the department. This includes providing technical and administrative support, collaborating with cross-functional teams to implement new software, facilitating training sessions, and developing training content for staff. The LMS Administrator is also responsible for troubleshooting and resolving LMS technical issues, ensuring that all systems operate smoothly and contribute to the seamless delivery of programs. Additionally, the LMS Administrator will provide administrative support to the department as needed, under the direction of the Administrative Manager. The position involves working professionally with a diverse range of staff, external partners, and clients while upholding discretion and confidentiality. Occasionally, the role may require after-hours work for special events.

What you'll be doing:

• Software Management: Responsible for utilizing, maintaining, enhancing, and expanding the YWCA's Learning Management Systems (LMS) and other associated online platforms.

• Technical Support: Provide comprehensive technical and digital administrative support, including launching and coordinating online programs, streamlining digital administrative processes, and identifying and implementing best practices for workflows and system management.

• Research & Onboard New Software: Research, evaluate, and recommend new software and digital tools to enhance program delivery and operational efficiency, when required. Lead the onboarding process for new software, including training staff and ensuring smooth integration with existing systems.

• Data Management & Documentation: Organize and maintain accurate digital files, ensuring precise data entry across various platforms, including SharePoint and other program management systems.

• Technology Setup & Troubleshooting: Prepare, manage, and troubleshoot virtual conferencing tools, smartboards, and computer systems for meetings, training sessions, and other events.

• Facilitate Training Sessions: Deliver orientation and training sessions for individuals and groups, ensuring participants understand digital platform functionalities and procedures.

• Content Development: Develop educational materials, user guides, and training documentation for platform users, ensuring clarity and ease of use.

• Program Support: Assist in program start-up and close-out activities, collaborating with cross-functional teams to ensure successful program execution and outcomes.

• Administrative Support: Under the guidance of the administrative manager, provide departmental administrative assistance for both on-site and off-site programs.

• Process Improvement: Work collaboratively with the Administrative Manager and team to improve workflow procedures and systems.

• Collaboration & Communication: Work closely with the Administrative Manager, admin hub team and other programs and departments to ensure that program information is consistently updated and communicated across all platforms.

• Special Projects & Other Duties: Contribute to special projects and other ad hoc tasks as assigned by management.

• Inclusive Approach: Ensure all participant interactions and activities are informed by a participant-centered approach, incorporating a Sexual and Gender-Based Violence (SGBV) and Gender-Based Analysis Plus (GBA+) lens.

• Confidentiality & Data Security: Maintain strict confidentiality regarding participant information, ensuring the highest standards of data security and privacy.

What You'll Need:

• Education: Candidates must have a minimum of a post-secondary certificate, degree, or diploma in Business, Computer Science, Information Technology or a closely related area. Alternatively, a combination of relevant skills, experience, and education may be considered in lieu of the specified educational requirements.

• Experience: Proven experience in administrative support, ideally within a Learning Management System (LMS) or digital platform environment.

• Technical Proficiency: Strong technical skills with virtual conferencing tools, LMS platforms, SharePoint and other data management platforms, Microsoft Office 365 and general computer systems are necessary. Experience with troubleshooting and providing technical support is also essential.

• Communication Skills: Exceptional written and verbal communication skills, with the ability to create transparent, concise instructional materials and effectively communicate with diverse audiences. Fluency in English is required for report writing, providing instructions, and responding to inquiries via email, phone, and in person. Additional language skills are considered an asset.

• Client Success Orientation: Motivated to engage with a wide range of stakeholders (e.g., participants, vendors, guest speakers) and deliver exceptional service while maintaining discretion, ethical boundaries, and confidentiality at all times.

• Flexibility & Availability: Ability to commute between various sites, as required by the role. A willingness to work outside regular business hours, including evenings or weekends, as needed to support program activities.

• Adaptability: Ability to thrive in a dynamic, fast-paced, and constantly evolving work environment, demonstrating flexibility and a proactive approach to new challenges.

• Inclusive Approach: Knowledge and commitment to a participant-centered approach, with experience working within frameworks such as Sexual and Gender-Based Violence (SGBV) and Gender-Based Analysis Plus (GBA+).

• Problem-Solving: Strong troubleshooting skills, with the ability to quickly identify and resolve technical issues to ensure seamless program delivery.

• Organizational Skills: Highly organized, with strong attention to detail and the ability to manage multiple tasks and meet deadlines in a fast-paced environment.

• Collaboration & Independence: Demonstrated ability to work collaboratively in a team setting while managing individual tasks independently with high accountability.

• Criminal Record Check: A valid criminal record check, including clearance for working with vulnerable populations, is required for this position.

• COVID-19 Vaccination Policy: The YWCA BC COVID-19 vaccination policy is currently suspended. However, should circumstances change, you may be required to provide proof of vaccination against COVID-19 in order to continue performing your duties.

What we offer:

We offer our eligible employees the following benefits as part of their total compensation package:

• Extended medical and dental benefits.

• A defined benefit pension plan.

• Flexible working arrangements for applicable positions.

• The Employee Family Assistance Program is a confidential and voluntary support service for employees and their eligible family members.

• Free membership to our Health + Fitness Centre, discounts at our Hotel Willo, and priority in YWCA Child Care centers.

• A workplace that prioritizes employee health, safety and wellbeing, including many learning and growth opportunities such as our staff mentorship program and three equity committees who help to support our goals towards achieving meaningful equity and inclusion.

Pay Rate: $28.75 per hour

How to Apply

If you're seeking a workplace where your values align with your work, and where every voice drives meaningful change, we’d love to hear from you. Please submit your resume and cover letter to:

Danielle McGregor, Administrative Manager, Employment and Community Programs (she/her)

535 Hornby Street, Vancouver, BC, V6C 2E8

email: employment@ywcabc.org

We’re committed to increasing representation and equity across our organization. We strongly encourage applications from women, Black, Indigenous, People of Colour, 2SLGBTQIA+ individuals, people with disabilities and others from marginalized communities. We’re also focused on creating leadership opportunities for Indigenous, Black, and gender-diverse individuals. If you'd like to learn more about our inclusive culture before applying, feel free to contact our Equity and Engagement Manager at people@ywcabc.org**.**

Accessibility is a priority for us. If you need any accommodations to apply or have questions about the process, please reach out to the hiring manager listed. We make hiring decisions based on qualifications, transferable skills, lived experience and organizational needs. Thank you to everyone who applies — only those selected for an interview will be contacted.

Want to learn more about working at the YWCA? Explore our careers page.

We respectfully acknowledge that our main office and many of our programs are located on the traditional, ancestral and unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish) and səlilwətaɬ (Tsleil-Waututh) Nations, and that our work across British Columbia spans the territories of more than 200 First Nations. We also acknowledge the First Nations, Metis and Inuit peoples who live in our communities.

YWCA BC is committed to truth and reconciliation. This includes understanding the truth and impact of our shared colonial history, making positive changes within our organization and taking actions that advance safety, justice and equity for Indigenous peoples.