Front Facing Administrative Assistant

Foundry Surrey

Regular Full Time (35 hours per week) |  Grid 9 ($27.51 - $28.66/hour) 

Anticipated Start Date: September 15^th,2025 |  Reporting to: Clinical Counselor

Pacific Community Resources Society is committed to diversity and inclusion and encourages applications from people of all gender identities and expressions, persons with disabilities, Indigenous peoples, and visible minorities. Persons who anticipate needing accommodations for any part of the application process may contact our HR department at hr@pcrs.ca. Personal information will be kept confidential.

Opportunity

The Front Facing Administrative Assistant is an integral member of Foundry Surrey, working as part of a large multi-disciplinary team that provides support and programming for youth (12-24) and families. As a member of the Foundry Surrey team, they will provide administrative support to create a welcoming, safe, inclusive and vibrant space for youth and families to access supports and services needed to achieve their goals. This position is often the first point of contact for youth, visiting professionals and guests. It is important that this position be knowledgeable about the services available and be able to provide accurate information to those who inquire.

This position requires excellent organizational skills, effective time management, attention to detail and the ability to prioritize and complete multiple tasks within a fast-paced environment It is necessary that the Administrative Assistant is flexible and adaptable to competing priorities and can switch focus from data work to participant inquiries seamlessly. To be successful, they will need to be technology savvy and able to learn different computer systems. It is imperative that the Administrative Assistant demonstrates the ability to support a diverse population and takes initiative to ensure a safe and inclusive environment for participants and staff.

The admin assistant is available to work a flexible schedule that may include evenings and weekends.

Responsibilities

• Front Desk Management: 
  • Greet participants and visitors with a warm and welcoming demeanor. 
  • Answer phone calls, respond to emails, and handle inquiries promptly and    professionally. 
  • Supports the Manager with billings, data management, spreadsheets and monitoring as required 
  • Sets up and maintains participant files with a strong attention to privacy and confidentiality  
  • Schedule appointments and maintain the appointment calendar efficiently. 
  • Manage incoming and outgoing mail and packages. 
  • Maintain cleanliness and organization of the reception area. 
• Administrative Support: 
  • Assist with administrative tasks such as data entry, filing, and document management. 
  • Coordinate and schedule meetings, workshops, and events as needed. 
  • Prepare and distribute internal and external communications. 
  • Assist in maintaining inventory of office supplies and ordering when necessary.
  • Perform administrative duties as requested by leadership.
• Client Support:
  • Provide excellent quality of care by addressing participant needs and concerns in a timely and courteous manner. 
  • Assist participants with completing forms, insurance verification, and other paperwork.
  • Ensure participant records are accurate, confidential, and up-to-date.
  • Knowledge and experience in trauma-informed care and harm reduction an asset
  • Knowledge and experience in social services, child and youth care, and local demographics an asset 
• Collaboration:
  • Collaborate with other team members to support various projects and initiatives.
  • Communicate effectively with healthcare providers, staff, and external stakeholders. 

Qualifications

• Certification in administration or high school with one year administrative experience in a busy, youth centric environment
• An equivalent combination of education and experience may also be considered
• Demonstrated ability to operate office equipment
• Proficient in MS Word, Excel, Access, Outlook and other systems
• High level of verbal, interpersonal, and written communication skills
• Experience working in a not-for-profit environment
• Experience working and creating within a culturally inclusive and trauma-informed environment for staff, partners, and participants.  
• Criminal Record Check including Vulnerable Sector
• Current Standard First Aid certificate  

Additional Assets

• Experiencing using EMR system
• Knowledge of Foundry & Foundry platform
• De-Escalation/Non-Violent Intervention training

About PCRS

Pacific Community Resources Society (PCRS) is a large not-for-profit agency that serves some of the most vulnerable people in our communities from Vancouver to Hope. We work with youth and vulnerable adults in the areas of education, employment, housing, substance use and mental health, and youth and family support services. We are CARF Accredited and a Certified Living Wage Employer.

We are grateful to operate on the traditional, ancestral, and unceded territories of the xʷm əθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh), Qw'?ntl'en (Kwantlen), se’mya’me (Semiahmoo), sc̓əwaθən məsteyəxʷ (Tsawwassen), q̓ic̓əy (Katzie), kʷikʷəƛ̓əm (Coquitlam), qiqéyt (Qayqayt), máthxwi (Matsqui) and Stó:lō Nations.

Our Vision     Everyone thriving in strong, healthy communities!

Our Mission   To inspire healthy and inclusive communities through leadership and collaboration.

Our Values    Advocacy, Diversity and Inclusion, Empowerment, Service Excellence, Stewardship, Well-being

We Offer Our Staff

• Equitable Base Pay – we are a Certified Living Wage Employer
• Generous paid vacation time, personal time, sick time; additional paid time off for life events
• Additional paid holidays, ex. Easter Monday, Boxing Day *
• Extended health, prescription, dental & vision care plan, with 100% Employer-Paid Premiums*
• Disability and Life Insurance Coverage *
• Employee & Family Assistance Program including preventative health & counselling *
• Membership in the Municipal Pension Plan with generous employer contributions *
• Flexible schedules and earned time off program *
• Full-day agency orientation and extensive training, with regular ongoing performance evaluations
• In-house digital and classroom learning opportunities; staff funding for professional development *
• Opportunities to use your voice & participate in committees on policy, wellness, safety, EDI, etc.

* Eligibility will vary depending on terms and role requirements – details for this posting will be provided on request.