Family Services of Greater Vancouver 04-18 Operations Assistant (3 month term) Contract in Vancouver, BC

Family Services of Greater Vancouver

Branch Vancouver BC CA

04-18 Operations Assistant (3 month term)
Vancouver, BC

Knowledge of community, social and health resources. Grade 12 plus 1-2 years of relevant post secondary training (i.e….

Operations Assistant (3 month term)

Directions Youth Services

Internal/External Job Competition # 04-18

Are you a strong advocate with a passion for supporting others?

Do you believe in the possibility for people to create change in their lives?

Would you enjoy working independently within a committed team?

Since 1928, Family Services of Greater Vancouver has been creating brighter tomorrows for people and families in our community. Last year we supported more than 13,000 people to create possibilities for themselves through professional counselling, therapy, education, advocacy, planning, employment support, and other community services.

Directions Youth Services provides Vancouver’s homeless youth and youth at-risk with entry points to access the tools, support, and guidance they need to go about making healthy, positive changes in their lives. We are open 24 hours a day, 7 days a week, 365 days a year. Directions Youth Services consists of:

Directions Youth Services Centre provides Vancouver’s homeless youth and youth at-risk with a range of services to assist them to access housing, and increase health, life-skills and well-being. DYSC also encompasses our housing, outreach and transition to adulthood programs.

Directions Youth Detox offers youth with a continuum of service, which includes outreach, drop-in and assessment counselling and referrals, in-house detoxification, education and groups.

Directions Youth Safehouse is a first stage emergency shelter to assist youth to return to family/extended family and/or access needed transitional supports to independence.

Directions Youth Haven is a first stage emergency shelter that provides safety to youth and works with them to return to family/extended family, access needed transitional supports to independence and/or treatment.

Job Summary

To ensure that the administrative needs of the Directions Leadership Team are met and carried out in an efficient and supportive manner. This is a full-time, 35 hours per week term position with normal expected working hours of Monday to Friday from 10 am to 6 pm with some flexibility required. This position is primarily located at Directions Youth Services Centre. This position will also be required to work onsite at Directions Youth Safehouse, Directions Youth Detox and Directions Youth Haven when necessary.

Key Responsibilities


  • Assists Managers with facilities management, orders stationary and building supplies, ensures service maintenance agreements/contracts are current and up-to-date.
  • Scheduling, implementing and maintaining systems for meetings, agendas, circulation of minutes, and meeting materials, etc.
  • Monitors payroll reports, ensuring staff are charged to appropriate program and follows up on errors.
  • Reconciles Gift Cards/ Visa / Chevron receipts and prepares statement for payment.
  • Maintains and tracks all donations and informs Fund Development.
  • Prioritizes incoming phone calls and mail, and provides response or distributes to appropriate person.
  • Assists SYJA staff in processing financial matters for SYJA, a social enterprise program, including: daily work orders, master billing processes, monthly invoicing including recoverable expense, monitors accounts receivable, bank statement reconciliation, monthly and year-to-date summaries and monitors SYJA bank account balances, with signing authority.
  • Participates in the management of emergency situations by initiating first aid, calling emergency medical services, and/or police and defuses situations.
  • Assists Managers in the purchasing of supplies as required.


  • Develops and maintains computer database programs and filing systems.
  • Word processing and distributing reports, proposals and applications.
  • Prepares and compiles information for reports and proposals. Gathers relevant data and assists in preparing grant and funding applications.
  • Monitors the schedule of reporting to funders, including the collection of internal statistics.
  • Takes and prepares agendas and minutes for staff and division meetings.


  • Participates in staff meetings, performance development, continuing education and agency initiatives.
  • Ensures the highest professional standards of ethics and confidentiality.
  • Ensures adherence to all program and agency policies and procedures, and accreditation standards including the Centre’s Facility Management Plan.
  • Performs all other duties as required.
  • Creates rapport and trusting, non-judgmental relationships with youth in DYLBS.
  • Assists in the creation and monitoring of individual service plans for youth in collaboration with the youth, connected resources and colleagues.
  • Maintains facility upkeep including cleaning, laundry, inventory and restocking of supplies.
  • Maintains professional, positive relationships with partners, including MCFD and service providers.
  • Maintains accurate logs, record keeping, and data entry related to youth files and statistics.
  • Responsible for reading youth files and ensuring information is accurate, current and clear.
  • Responsible for maintaining knowledge of current best practices and available resources.
  • Ensures clear and concise communication and information transfer to colleagues and management, including shift changes.
  • Monitors petty cash float and maintains accurate financial records.
  • Attends and actively participates in staff meetings, supervision sessions and performance evaluation process.
  • Adheres to all program and agency policies and procedures.



  • Grade 12 plus 1-2 years of relevant post secondary training (i.e. 2 year diploma or certificate programs in Social Work, Psychology, Human Services or other related studies considered an asset.)


  • Minimum three years experience in an administrative position
  • Drivers’ License required and access to a car considered an asset
  • Previous related employment in the not-for-profit sector considered an asset
  • Finance/accounting experience considered an asset


  • Superior demonstrated expertise with MS Word, Excel, Outlook and database software skills
  • Expertise with desktop computer applications to create a variety of documents, spreadsheets and presentations.

Comfortable With/Willing to Learn About:

  • Knowledge of community, social and health resources
  • Knowledge of the systemic issues that affect low income and marginalized people
  • Knowledge of substance misuse, adolescent development and the problems encountered by chemically dependent individuals; basic understanding of behavioral management
  • Basic knowledge of mental health issues and treatment

Why Work Here?

· Friendly Work Environment

· Flexible Working Hours

· Support the Local Community

· Rewarding Experience

Salary/Pay Grade : 7 Step 1 ($1,498.15 bi-weekly) January 2, 2017 – March 31, 2017

Start Date: As soon as possible

Closing Date: This posting will remain open until the position is filled.

Family Services is committed to the principles of diversity. We encourage applications from qualified people of all genders and sexual orientations, visible minorities, Indigenous persons and persons with disabilities.

Job Type: Contract

or proceed with Standard Application Form.

Employment Type: Freelance
Location: Vancouver, BC, CA
Posted on: 2018-01-10
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