Program Administrative Assistant

4 days ago

Surrey, Canada Progressive Intercultural Community Services Society Full time

**Job Title: Program Administrative Assistant**

**Hours of Work**:35 hours per week

**Type of employment** Temporary (4 months)

**Reports to**:Program Manager

**Location**:PICS Surrey Office

**Wage**:$20 -$21

**Purpose**:The Program Administrative Assistant will work closely with the Program Coordinator and staff to support all activities of the Employment Options 55+ program. This includes monitoring program needs, responding to inquiries, supporting the intake and selection process, liaising with program participants, assisting with the creation and distribution of program marketing materials, maintaining accurate documentation and filing systems, assisting with budgeting and financial management, and providing support to clients by formatting resumes and cover letters.

Key Duties and Responsibilities:

- manages day-to-day office tasks, including updating and maintaining participant files;
- meets regularly with program staff to assess and address program requirements;
- provides administrative support to participants and ensure all reporting requirements are met;
- develops and maintains accurate and timely reports related to program activities and outcomes;
- maintains and updates electronic filing systems, including setting up and organizing participant files and related documents on a regular basis;
- handles accounts payable/receivable tasks, ensuring all expenses have proper approvals and are accurately posted to the accounting system;
- tracks and maintains inquiry logs for program participants and stakeholders;
- prepares meeting rooms, classrooms, and office spaces for meetings, interviews, and workshops;
- tracks and monitors participant attendance during program activities and training sessions;
- prepares and processes intake forms, ensuring participant documentation is accurate and complete;
- develops participant orientation packages and set up client case files in the database;
- supports the monthly budget reconciliation process and document program expense reports;
- design and creates program promotional materials, such as pamphlets and advertisements;
- prepares and upgrades program presentations to ensure they are relevant, engaging, and aligned with program objectives;
- organizes program events and activities with creativity and innovation, planning alongside program staff;
- performs other job-related duties as assigned to support program success.

Qualifications:

- completion of a Bachelor’s Degree in Business, Social Work, or a related field, or an equivalent combination of education, training, and experience;
- at least 1 year of experience providing administrative support to programs designed for immigrants;
- a minimum of 1 year of experience working in employment services;
- proven experience in conducting financial needs assessments.

Skills & Abilities:

- fluency in English; proficiency in a second language is preferred;
- proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook);
- strong analytical, verbal, and written communication skills with the ability to effectively interact with clients, the public, potential employers, and service providers;
- ability to work independently, manage stress, meet deadlines, and handle pressure effectively;
- proactive, results-oriented, flexible, and committed to delivering quality work;
- adaptable to changing program needs and priorities;
- respects confidentiality and ensures privacy of client and program information;
- knowledge of local community resources and services that benefit program participants.

Additional Information:

- valid driver’s license and access to a suitable vehicle is required; and
- clean Criminal Record Check (Vulnerable Sector).
- (PICS is an equal opportunity employer. We thank all who apply, but only applicants selected for an interview will be contacted. No phone calls please.)_

**Job Types**: Full-time, Fixed term contract
Contract length: 4 months

Pay: $20.00-$21.00 per hour

Expected hours: 35 per week

**Benefits**:

- Company events
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- Vision care

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- Administrative experience: 1 year (preferred)

Work Location: In person

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