Program Assistant, Employment

2 weeks ago

Halifax, Canada ISANS Full time

**Program Assistant, Employment & Bridging**

**(Short-term contract to end March 2026)**

ISANS is seeking a part-time **Program Assistant, Employment & Bridging** to support the effective and efficient administration of team programs, services, and activities, by providing program support to the team manager and team employees. Reporting to the Manager, Employment & Bridging, this position is responsible for:

- Creating and maintaining administrative processes for organizing and compiling the information required for accurate and timely reporting and evaluation of team services and programs
- Recording, processing and storing documents in accordance with established procedures using computerized and manual processing systems
- General administrative tasks including:

- Compiling data, reports, presentations, team schedules on SharePoint, telephone lists and other schedules
- Answering telephone calls, relaying messages, handling queries
- Photocopying, faxing, scanning, distributing reports, brochures etc
- Providing administrative program assistance with organization and booking of workshops, classes, seminars, events, field trips, PD/in-service days, team meetings; including registration of participants, refreshments, venue selection, transportation and set-up
- Providing backup support to ISANS reception staff
- Provides first contact assistance to Employment and Bridging program’s clients; track client records and handle client follow up as needed including maintaining a wait list of clients for various programs
- Books safety training workshop dates
- Regularly identifies advertised job postings suitable for clients on the Youth Employability Project
- Tracks all interventions and outcomes of the Youth Employability Project
- Coordinates, compiles and organizes the development of reports for various funders (monthly/quarterly/annually)
- Queries, compiles and completes statistics for monthly reports for all funders (Office of Immigration, Employment Nova Scotia, IRCC)
- Opens new client files in LAMPSS and NewOrg
- Supports Manager, Employment and Bridging with regard to reporting and accountability requirements
- Ensures the accurate, comprehensive recording in Employment and Bridging/ISANS database of all relevant, services
- Handles electronic communications with clients regarding information sessions, educational, networking events or general inquires to accessing services
- Assists with creating and revision of presentations and printed materials for Employment & Bridging team
- Other responsibilities and duties as required

**Education**:

- Administrative Assistant certificate/diploma
- Equivalent combination of education and experience will be accepted

**Experience**:

- 2 years experience in a similar position
- Experience working in a cross-cultural environment; experience delivering direct service to immigrants preferred
- Experience with computer programs and databases; data input, queries, generating/developing reports, spreadsheets, presentation documents

**Skills**:

- Strong written and verbal English communication skills
- Ability to work independently and as part of a team
- Strong time management and organization skills
- Additional languages an asset

**ISANS Core Competencies**

**Cultural Competency; Equity, Diversity & Inclusion**
- Embracing the value that different perspectives and cultures bring to an organization

**Collaboration**
- Working collaboratively with others across the organization to achieve shared objectives

**Continuous Learning**
- Continually seeking new knowledge and skills, as well as developing existing capabilities

**Innovative Thinking**
- Introducing new ways of looking at problems and developing useful ideas that are new, better, or unique

**Accountability**
- Holding self and others responsible and accountable to being transparent and principled in our approach and to meeting commitments

**Respect**
- Actively encouraging an environment of fairness, honesty and integrity for all

**Terms of Employment**:

- Short-term contract to March 31, 2026 ( 21 months)
- Part-time 21 hours per week
- Hybrid work environment: work location will be determined by operational requirements, prioritizing ISANS mission and clients to determine the right balance of in-person and virtual work.

**Commencement Date**:ASAP

**Closing Date**:TuesdayMay 21, 2024 - 4 p.m.

Employee referrals are encouraged.

Only those eligible to work in Canada will be considered for this position.

**Job Types**: Part-time, Fixed term contract
Contract length: 21 months

Pay: $36,790.02-$40,128.92 per year

Expected hours: 21 per week

**Benefits**:

- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- Vision care

Schedule:

- Monday to Friday

Work Location: Hybrid remote in Halifax, NS

Application deadline: 2024-05-21

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