Assistant Project Manager

4 weeks ago

Duncan, Canada Cowichan Intercultural Society Full time

**Job Summary**
The Cowichan Intercultural Society is a Canadian registered charitable organization that has been operating in the Cowichan Valley Region since 1981. The Cowichan Intercultural Society provides services and support to newcomers to Canada settling in the Cowichan Valley, and activities to create a more welcoming and inclusive community.

This position is a key liaison role between management, staff teams, and community. You strive to “get it done” and are passionate about CIS mission. Position is for 35 hours a week for $30-$32/hr. Includes health benefits, RRSP contributions, and holiday and sick leave. The contract is until March 31, 2025, with the potential to be renewed for another term depending on IRCC funding.
- A sensitivity for intercultural and inclusive communities.
- Excellence in verbal, written and interpersonal communications.
- Demonstrated success in relationship building.
- Perseverance and can-do attitude.
- Outstanding organizational, administrative and computer skills (Microsoft office suite).
- Ability to exercise discretion and operate within ethical standards.
- Ability to stay focused in a busy and sometimes noisy/social environment.
- Ability to share vision and mission and engage others in support of CIS.
- Proven experience in another relevant administrative role.
- Good understanding of computer systems and other tech products.

**ACCOUNTABILITIES AND RESPONSIBILITIES**

**Direct Client Services & Events**
- Work with managers to develop timelines and budgets to track and complete all project deliverables, ensuring completion of projects, effective use of slippage where relevant, and meeting contract targets by working with direct delivery staff and/or stepping in to support where project management, event coordination or other direct client service is required.
- Assist project coordinators with development of materials such as the fund requisition form, external marketing and internal communications materials, and as needed, sourcing additional funding, facilitators or materials for projects.
- Ensure that the staff project files are up to date and staff are operating within their budget (including keeping an eye to redeveloping existing system to support staff budget tracking in Excel).
- If needed, provide coverage in roles in the admin and settlement teams, including reception or client intake/registration/NAARS if we are short-staffed.
- Coordinate special projects and events, including anti-racism and reconciliation activities, and help start new programming or implement new contracts.

**Office Coordination**
- With office coordinator, collate client count and other relevant data for grant and core funder (IRCC, BCSIS) reporting, ensuring completion of final and progress reports to funders as required, including AGM annual report, narrative reports, tracking KPIs, and other grant reporting.
- Data entry - maintaining up to date spreadsheets for IRCC and BCNSP data tracking, performing bulk upload to iCare and NSRS, and investigating client/ticket information to ensure accuracy in reporting and communicating necessary updates to the settlement team.
- Based on reporting, identify gaps in service and develop and implement plans to fill the gap.
- Sit on Joint Occupational Health and Safety Committee and manage building issues with Executive Director and Operations and Finance Manager, including sourcing contractors.
- Administrative assistance with managing computer loaning and tech library and problem-solving tech troubles through liaising with RBS Managed IT Services or managing change to technology and operational systems.
- Support managers in coordinating professional development opportunities for staff.
- Coordinate team-building activities.
- Other duties as assigned.
- Participate in staff meetings, AGM and activities as required.
- Reporting to Executive Director, working closely with Operations and Finance Manager.

Pay: $30.00-$32.00 per hour

Expected hours: 35 per week

**Benefits**:

- Dental care
- Extended health care
- Paid time off
- RRSP match

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

**Experience**:

- Project management: 1 year (preferred)
- Program management: 1 year (preferred)
- Organizational skills: 1 year (preferred)
- Time management: 1 year (preferred)

Work Location: In person

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