About the Comox Valley Child Development Association:
Established in 1974, the Comox Valley Child Development Association (CVCDA) is honoured to reside on the unceded traditional territories of the Pentlatch, E'iksan and K'ómoks First Nations.
The CVCDA is a dynamic, multi-service not-for-profit agency dedicated to supporting children and families with a wide-range of programs for children, youth and young adults with diverse abilities. Our services have spanned across 50 years in the Comox Valley and we have grown to become one of the largest CDA’s on Vancouver Island.
Job Summary:
We are currently looking for a Receptionist/Administrative Assistant to work casual/temporary up to 22.50 hours/week from September 2, 2025-November 28, 2025 with the possibility of additional hours.
The CVCDA Administrative Assistant under the direction and supervision of the Administration Program Lead performs receptionist/administrative duties and office support for multiple supervisors/employees in a variety of Child Development disciplines; ensuring efficient operation of CVCDA offices.
Duties and Responsibilities:
As one of the first people CVCDA clients/staff will interact with daily; the administrative position requires a person with a friendly and patient disposition. All duties and activities will be performed in an efficient, timely manner as follows:
GENERAL ADMINISTRATION
1. General reception duties including greeting visitors, answering telephones, taking messages, providing information in response to general inquiries or directing the questioner to the appropriate person
2. Administrative duties, filing, photocopying, daily mail/email
3. Operation of all office machines and assist staff with the use of office machines (photocopier, fax machine)
4. Updating all required office forms
5. Managing the purchase of supplies by tracking inventory, selecting suppliers, and placing orders. Receive and verify all purchases, review and attach packing slip with incoming statements. Distribute goods and support documentation to appropriate departments and follows up on any discrepancies, back orders, etc.
6. Keeping the Administrative Folder outlining office procedures current and up to date
7. Overseeing room booking for staff and outside user groups as needed
8. Taking minutes for meetings as needed
9. Assisting in team event/staff development planning
10. Participating on committees as required
OFFICE SYSTEMS ADMINISTRATION
1. Data entry, records creation, maintenance and look-up including report development and retrieval
2. Accept payments and issue receipts for donations, program service fee payments, workshops etc.
3. Maintaining and updating telephone system menus and automatic messages including updating the phone extension list
4. Management of agency documents and databases including spreadsheets
PROGRAM SUPPORT
1. Scan and upload intake paperwork, fax/copy appropriate service provider
2. Confidential file management – creating new files as directed in client database program and updating files as directed
ACCREDITATION
1. As directed, assist the Administration Program Lead and Executive Director in activities related to the agency’s CARF Accreditation process
SECURITY
1. Activate new employees access codes as well as cancel access for terminated employees
2. Update Security folder with new information (keys and codes)
3. Train new staff on using the alarm system
FUNDRAISING
1. Provide support for the Annual Children’s Telethon held each November
2. Send out donor letter and contact donors directly as needed
3. Receive donations (either monetary or in-kind) tracking all items as per agency protocol
4. Provide support at Telethon Meetings and the Telethon Event
Qualifications:
Required: minimum Grade 12 and recent related experience of 3 years or longer. Secondary Administrative related education preferred. An equivalent combination of education, training and experience will be considered.
Essential Skills and Abilities:
- Excellent verbal and written communications, listening and customer service skills
- Professional appearance (i.e., personal appearance and attitude)
· Ability to work effectively with and relate to people of diverse cultures and backgrounds
- Organizational skills with the ability to meet specific time-sensitive deadlines
- Multi-tasking skills and ability to be flexible when priorities shift
- Extensive computer and software skills Word, Excel, Microsoft Outlook, electronic client records
· Knowledge of office equipment such as photocopier, fax machine, multi-line telephone, postage machine
· Ability to work independently and set priorities
· Ability to work within a team environment
· Ability to type accurately at 45 w.p.m.
· Physical ability to carry out the duties of the position
Other desirable skills or knowledge include an understanding or experience with:
· Early Childhood Development
· Non-profit (social impact) organizations
· A track record of demonstrating initiative and collaboration
Benefits:
Offering an environment where team members can thrive and progress in their career is a part of the culture of the CVCDA. We strive to be a progressive employer incorporating best practice and training relevant to each employee’s position.
In recruiting our team, we are committed to fostering and preserving a culture of diversity, inclusion and connectedness both within our agency and our community. We value the unique contributions that each of our team members bring in terms of their experiences, education, disability, culture, ethnicity, race, nation of origin, gender identity and expression, age, languages spoken, religion, and beliefs.
We look forward to your application for the position and the possibility of having you join our CVCDA family!
All applications will be held in confidence and given serious consideration.
To apply, please submit a resume and cover letter following these instructions:
· A resume that summarizes your relevant professional, academic and volunteer experiences.
· A cover letter that shares your professional interests and passions, and why this opportunity is of particular interest and a potential good fit for you.
Email your resume and references in PDF format (cover letter and resume combined in one document, with your name as the document name) to: Cindy Xavier, Executive Director , Comox Valley Child Development Association, [email protected] and HR Administrator, Michelle Erikson, [email protected]
Please email [email protected] with questions pertaining to this opportunity.
Job Types: Part-time, Permanent
Pay: $28.80-$30.53 per hour
Experience:
- Receptionist/Administrative Assistant: 3 years (required)
Work Location: In person
Application deadline: 2025-08-31
