Program Support

2 weeks ago

Regina, Canada Regina Open Door Society Full time

**Regina Open Door **Society**

**Settlement, Family and Community Services (SFC) Program Support**

**Closing Date: May **24,2023**

The Regina Open Door Society (RODS) is a non-profit organization that provides settlement and integration services to refugees and immigrants in Regina. RODS is committed to meeting the needs of newcomers by offering programs and services that enable them to achieve their goals and participate fully in the larger community.

The Regina Open Door Society Inc. is seeking a qualified individual to staff the full-time term position of Program Support. The position will commence ASAP. The term for this position is until March 31,2024 with the possibility of extension

**Position **Responsibilities**
- Answer general phone inquiries in a professional and courteous manner
- Tracking program budgets and resources
- Facilitate the booking of meeting spaces and fleet vehicles
- Update inventory lists, documents and program information
- Greet clients/visitors to the department in a professional and friendly manner
- Prepare reports, memos and documents
- Sort incoming/outgoing mails, faxes and courier deliveries for distribution
- Prepare general meeting agenda in consultation with assigned team leader or manager
- Take and distribute meeting minutes
- Organize and track mailbox and cabinet keys
- Work with program support team to maintain/order office supplies
- Review and edit documents as required
- Assist in the collection and compilation of month end data and reports (i.e., narrative/financial reports), mileage claims, time sheets and request to take time off, interpreter sheets, pre-approval for supplies and maintenance, etc.
- Perform administrative responsibilities (i.e., duplicating, faxing, telephone calls, )
- Assist Managers, team leaders and program staff in organizing special events and activities
- Enter initial client record into database if needed
- Provide support and assistant with the temporary accommodation and RODS vehicles (i.e. schedule cleaning and maintenance, reporting incidents, RODS parking, etc.)
- Perform other responsibilities as needed by the program managers or team leaders
- Other duties as required

**Desired **Qualifications**:

- Accounting and book keeping skills will be an asset
- Post-secondary in office or business education and three years' experience providing

administrative services in an office setting
- Experience in providing service to the general public including individuals and families from diverse cultural and religious background
- Excellent communication and writing skills
- Effective time management skills
- Excellent Key boarding skills
- Proficiency in the use of the following computer programs: Word, Access, Excel, Adobe, Microsoft 365, Spreadsheets, Outlook, Internet Explorer, etc.
- Proficiency in the use of the following office equipment: Voice messaging systems, Fax machine, photo copier, scanner, multi phone lines
- Proficiency in the use of social platforms/apps: Zoom, Microsoft Team, WhatsApp, Facebook, etc.
- Excellent ability to work in a fast-pace team environment

**Competencies**

The program support should demonstrate competence in all of the following:

- ** Behave Ethically**: Understand ethical behaviour and confidential business practices and ensure own behaviour and the behaviour of others are consistent with the standards and values of the organization.
- ** Communicate Effectively**: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
- ** Focus on Client Needs**: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
- ** Foster Teamwork**: Work cooperatively and effectively with others
- **Organization**:Set priorities and develop work schedule, monitor progress towards goals, and track details/data/information/activities.
- ** Solve Problems**: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations to the Managers to resolve problems.

Hours of work are Monday to Friday from 8:15 AM to 4:00 PM. All position at RODS requires a clean criminal record/child abuse registry check. There is a cost shared benefits package available to the employee with successful completion of a six-month probationary period. Annual salary for this position is $35,326.09 ($20.13 per hour)

Please respond in confidence via: link provided

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