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Administrative Assistant

4 weeks ago

Vaughan, Canada COSTI Immigrant Services Full time

**Duties**:

- Provides administrative and secretarial support to the E-Learning program.
- Verifies, compiles, corrects, and types statistical and narrative reports.
- Prepares and types letters, documents and certificates required in the operation of the program.
- Keeps track of the program’s expenses, completes center purchases, completes financial claims and payment requests, maintains income and expenses tracking system, manages petty cash, and provides regular updates to the program manager on program finances.
- Coordinates with other office assistant staff to ensure all program administrative duties are completed as required by funders and program manager.
- Creates, organizes, and maintains operational files online and in hard copies where needed.
- Liaises with assessment centers for client intake assessment and placement.
- Communicates with Welcome Centre and community partners for client referrals.
- Responsible for client registration and completes new client registration on COSTI’s CIS.
- Supports new clients’ access to virtual conferencing tools and prepares clients for attendance in virtual classes.
- Contacts and updates supply instructors’ information and availability.
- Collects and inputs client data into iCARE, HARTs, COSTI’s CIS, and Welcome Centre systems.
- Creates, maintains, and closes courses on iCARE, HARTS, and CIS systems.
- Prepares materials for program outreach via multiple media, including web postings and social media. Reviews and updates program information on the web.
- Orders office supplies as required.
- Maintains inventory of program materials and supplies.
- Performs other administrative duties as required.
- Assists with reception duties at the Welcome Centre as required.

**Qualifications**:

- Ability to work remotely and independently using the phone, computer, and internet.
- Experience using virtual interactive tools such as MS Teams, Zoom, Go-to-Meeting, Google Apps, etc.
- Ability to work during day, evenings, and weekends when needed.
- High school graduation or equivalent and 1-year office experience.
- Excellent written and oral communication skills.
- Excellent administrative skills; typing speed of 40 words per minute is essential.
- Knowledge of office procedures, capable of meeting timelines.
- Demonstrated ability to work in a team-oriented environment.
- Excellent customer service skills and sensitivity towards the educational needs of newcomers.
- Ability to speak a second language rather than English is an asset.
- Knowledge of iCARE, CIS, or CLARS.
- Access to a car.

**Location**:

- Vaughan Welcome Centre, 9100 Jane St., Unit 56-57 (primarily working remotely)

**Duration of Position**:

- October 15, 2024 to Open Ended

**Starting Salary Range**:

- $ 49, 588 $ 51, 958 per annum + benefits

**Posting Date**:

- 2024-09-20

**Closing Date**:

- 2024-10-04

**Notes**: