Administrative Support

2 months ago


Edmonton, Canada Language Instruction for Newcomers to Canada (LINC) Full time

**Job Title**:Administrative Support
**Reports To**:Site Coordinator

**Start Date**:November 29, 2023
**End Date**:March 31, 2024 *possibility of extension

**Location**:LINC - St. Basil
**Salary**:$25.48 per hour

**Schedule**:Wednesday - Friday
**Hours**:20 hours/per week

*In accordance with Immigration, Refugee, and Citizenship Canada’s regulations, all applicants must be Permanent Residents of Canada or Canadian Citizens.

*A clear Police Information Check including Vulnerable Sector Check and Intervention Record Check are required and must be submitted to complete the hiring process.

**PRIMARY FOCUS/OVERALL ACCOUNTABILITY**:
Provide administrative support for the LINC program site, instructors, and LINC Admin Team.

**JOB RESPONSIBILITIES AND ACTIVITIES**

**Program Administration**

1. Adhere to all ECSD LINC policies and procedures;
2. Practice cultural awareness, sensitivity and respect in the workplace;
3. Adhere to Freedom of Information and Protection of Privacy Act (FOIP) with respect to students personal information;
5. iCARE reporting: enter new students and update student records monthly;
6. Record weekly student numbers from the registration forms for the Program Manager’s review;
7. Handle incoming phone calls, screening and directing calls;
8. Order and maintain office supplies and instructor resources;
9. Track invoices and prepare for Program Manager;
10. Maintain staff timesheets and prepare monthly payroll summary;
11. Assist with the monthly LINC report for IRCC;
12. During emergencies on site or off, assist as required;
13. Sign-in guests as needed;
14. Set up for LINC staff meetings and professional development, as required; and,
15. Perform other duties as requested by the Coordinator or Program Manager.

**Program Support**
1. Register students;
2. Handle student inquiries, requests and refer accordingly;
3. Review classroom attendance and call students that have been absent for more than 3 days;
4. Prepare student attendance forms for instructors;
5. Maintain security of student files, ensuring files are locked up at the end of the
working shift;
6. Prepare LINC Certificates for Students;
7. Support Coordinator with arranging for substitute instructors, as necessary, during
office hours;
8. Assist instructors with session end duties such as progress reports, certificates, etc.;
9. Act as liaison between coordinators, instructors and outside agencies;
10. Arrange for buses/transportation for field trips; and,
11. Maintain and update students records on LINC App and other student databases.

**Professional Development**
1. Participate in training and professional development.

**JOB QUALIFICATIONS**
- High School Diploma;
- CLB Level 7 in listening, speaking, reading and writing or higher for non-native speakers;
- Post-secondary education in business, computers, or office management, would be considered an asset;
- Minimum 1 - 3 years’ experience in an office setting;
- Proficiency using Microsoft O365, including: Excel, Word, Outlook and Teams;
- Proficiency in the use of office equipment: Computer, Phone Systems, Photocopier, etc.;
- Proven problem solving and collaborative decision making skills;
- Excellent multi-tasking abilities; and,
- Ability to prioritize tasks with excellent organization and time management skills
- This is an internal/external job posting - preference will be given to current employees._
- We thank all applicants for their interest; only those considered for an interview will be contacted._
- This job vacancy may be used to fill future positions for the next 3 months._

**Job Type**: Part-time
Part-time hours: 20 per week

**Salary**: $25.48 per hour

Schedule:

- Day shift

Work Location: In person

Application deadline: 2023-11-14
Expected start date: 2023-11-29



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