Office Supervisor | YMCA of Simcoe/Muskoka
image description

JOB TITLE:
Office Supervisor
YMCA of Simcoe/Muskoka
Barrie, ON

PLACEMENT:
August 2012

DEPARTMENT:
Administration

SALARY:
TBD based on experience (Band 3)

REPORTS TO:
Executive Assistant

ABOUT THE YMCA OF SIMCOE/MUSKOKA:
The YMCA of Simcoe/Muskoka currently serves over 125,000 people in Simcoe and Muskoka Counties in Central Ontario.

With a staff complement of 900+ full and part-time staff, combined with over 1,000 volunteers and donors, and an operating budget of $33 million, the YMCA of Simcoe/Muskoka serves over 30,000 annual members and participants through its eight membership centres in Barrie, Collingwood, Gravenhurst, Innisfil, Midland, Orillia, Parry Sound, and Wasaga Beach; 3,000 Child Care families across a number of communities; registers 4,000 day campers in addition to 800 residence campers at YMCA Camp Kitchikewana on Beausoleil Island; over 15,000 people through leadership development, outdoor education and family programs at YMCA Geneva Park; and counsels over 20,000 people in several employment centres, including Huntsville and Parry Sound.

As our Mission Statement affirms, “The YMCA is a charity that excels in strengthening our communities by providing opportunities for all to grow in Spirit, Mind and Body.” Our Vision is to be recognized as the community leader in lifelong health and personal growth.

GENERAL FUNCTION:
Reporting to the Executive Assistant, the incumbent will be responsible for maintaining critical support to the YMCA of Simcoe/Muskoka in performing daily office functions, supporting the Executive Assistant, and assisting the Marketing & Communications Manager as required.

KEY RESPONSIBILITIES:
• Support and deliver the activities of the Administration Office

  • Maintain a clean and orderly workplace.
  • Perform all incoming and outgoing mail/courier functions
  • Monitor and record all regional media streams
  • Inventory and ordering of office supplies
  • Print name tags for all YMCA of Simcoe/Muskoka staff and volunteers as required
  • Monitor office equipment, train staff and trouble-shoot as required
  • Update and monitor Association Office voicemail system as required
  • Monitor and record meeting room and equipment requests
  • Prepare monthly journal entries in accounting system for name tags, cell phones, photocopiers and postage machine
  • File corporate documentation

• Assists Executive Assistant with special events
• Prepares meeting agendas and compilation of background materials as required
• Records minutes of Board and senior management meetings when required
• Provides support to the CEO and Management Team in assisting in the production ofcommunication materials and editing content as required, and ensures that communication is aligned with the communications strategy, and reflects established YMCA standards for branding and positioning
• Maintain a filing system for communications projects/archives
• Demonstrates strong support and commitment to serving the visitors and staff of the YMCA ofSimcoe/Muskoka Association Office
• Supports and monitors web-sites for on-line branded materials (Data Group, Braund, E-Way)
• Update and monitor YMCA of Simcoe/Muskoka web-site, ensuring site information is current
• Update and monitor all telephone lists for all service areas, as required
• Provide reception telephone support to the Association Office
• Models appropriate behaviours to staff in line with our Mission, Vision and Values; establishesrapport and maintains effective relationship building behaviours with staff and members. Represent the YMCA and the Association in a professional manner in internal and external forms
• Understands and integrates the value of philanthropy and volunteerism and imparts this knowledgeand belief upon staff, volunteers and members
• Other duties as assigned

JOB KNOWLEDGE/QUALIFICATIONS:
• Post Secondary Education
• Minimum 2 years experience in office management
• Excellent writing skills
• Ability to work with discretion on confidential matters
• Ability to work independently with minimal directions, take initiative and manage schedule to achieve priorities
• Excellent organizational and multiple task skills
• High attention to detail, accuracy of information, and adherence to deadlines
• Above average knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Basic accounting skills
• Ability to quickly learn new technology
• Excellent customer service skills, and the ability to work with people at all levels
• A team player with the ability and desire to work effectively and be flexible in a fast-paced, team environment
• Available to work some evenings and weekends
• Valid Ontario Driver’s license and ability to travel as required to YMCA locations within the Simcoe/Muskoka region;
• Current satisfactory criminal reference check is required as a condition of employment

COMPETENCIES:

• 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 Association.

Team Work: Participates actively in a team for organizational effectiveness.

Self Management and Initiative: Works independently within prescribed parameters, can discern the relevance of issues and communicate them effectively to their supervisor. Does the right thing at the right time without being asked.

Integrity: Demonstrates responsible behaviour at all times and maintains high ethical standards.

Diversity: Appreciates that people with different opinions background and characteristics bring richness to the challenge or situation at hand.

 

Qualified candidates who wish to be considered are invited to send a resume and cover letter to:

Deb Sorotschynski,
Executive Assistant
YMCA of Simcoe/Muskoka
Fax: 705.792.7874
Email: deb_sorotschynski@ymca.ca

Applications will remain open until 5:00pm on Monday July 23rd, 2012.
We wish to express our appreciation to all applicants for their interest in this position; however only candidates selected for an interview will be contacted.