Program Assistant

2 weeks ago

Winnipeg, Canada IRCOM (Immigrant & Refugee Community Organization of Manitoba) Full time

**PROGRAM ASSISTANT -**

**Permanent, Full-Time (37.5 Hours/week) Position**

**WHAT IRCOM OFFERS**:

- A warm, fun and supportive work community
- An incredibly diverse workplace that is committed to staff wellness and inclusion
- A staff team passionate, committed and unified in supporting the settlement of newcomer families
- An inner-city organization committed to Truth and Reconciliation
- A family-friendly organization with a comprehensive benefits package
- A place where you can make a difference and feel the rewards of your work on a daily basis

**CANDIDATE PROFILE**:The Program Assistant is:

- experienced in all aspects of office administration, scheduling, purchasing, organizing, etc.
- an accomplished and flexible multi-tasker, able to prioritize tasks amid competing demands
- an individual who enjoys and excels at customer service
- confident in representing the values, mission and services of IRCOM to all guests
- skilled in using Microsoft Office, business machines, and data management software
- a continuous learner, committed to excellence in teamwork

**POSITION PURPOSE AND SUMMARY**:
Guided by the vision, mission, and values of the Immigrant and Refugee Community Organization of Manitoba Inc., the **Program Assistant **provides support to IRCOM programs by;
- Welcoming visitors, program participants and tenants and addressing their immediate needs when offices are open to the public,
- Assisting Tenancy Services, Facilities, After School Programs, Child Care Program, Community Resource Programs, Newcomer Literacy Initiative, Volunteer and Community Engagement Programs, and others,
- Facilitating provision of coordinated services and programs across the organization, and
- Supporting programs in tenant and participant data entry,

This role works in cooperation with all program staff to meet the newcomer community’s settlement needs. The **Program Assistant **will exhibit and uphold IRCOM’s core values of integration, diversity, advocacy and empowerment, and they will work in a way that is people-centered, holistic and partnership based.

With the support and supervision of the Office Manager, the Program Assistant will fulfill the following:
DUTIES AND RESPONSIBILITIES

**Program and Executive Support (50%)**
- Answer, screen and forward all incoming phone calls to correct departments by maintaining phone systems switch board, and assist with general inquiries. Place outgoing calls as necessary.
- Welcome and assist all office visitors, ensuring a safe and clean reception area when offices are open to the public
- Assist program participants and staff by completing program registration forms, providing reminders regarding upcoming events, explaining program criteria, etc.
- Assist coordination between tenants and the Early Childhood Development Hub if working from our Isabel site
- Develop and implement efficient administrative procedures to assist in registration, scheduling priorities, space requirements and other community resources in collaboration with other programs
- Develop, edit and circulate internal staff newsletter
- Assist the Office Manager with logistics for program and organizational needs
- Provide support to the Senior Management team from time to time as required
- Provide support to the Executive Director from time to time as required

**Program Planning Support (20%)**
- Organize, schedule and prepare program planning spaces for meetings, ensuring they are safe, clean, and welcoming to staff and guests
- Assist with booking and coordination of payment for interpreters
- Ensure program support supplies and food products are accessible and well
- maintained
- Facilitate safety of participants, volunteers and staff by following security procedures and by monitoring and controlling front door access
- Develop and assist in implementing new support procedures in collaboration with supervisor
- File, photocopy, scan, fax, collate, mail letters/packages, and prepare program reports and meeting minutes as needed or directed
- Collaborate with Managers and programs to identify activities to share vision, stories, and the future of IRCOM

**Records Management (20%)**
- Maintain staff and visitor logs for anyone on-site at IRCOM
- Maintain sanitation check-lists and schedules for IRCOM offices and program spaces
- Enter participant information into data management software as required
- Assist in collection, storage and management of participant or tenant records
- Ensure participant and organizational hard copies and digital information are accurately filed
- Assist in maintaining hard copy and computerized information filing systems for programs
- Maintain up-to-date internal and external contact lists for various groups, i.e. participants / tenants, program waitlists, and staff
- Ensure information boards (i.e. media wall, bulletin boards, signage) are accurate & current

**Information Technology Assistance (10%)**
- Assist the IT Support Specialist in supporting partici

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