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Project Assistant

1 month ago

Mississauga, Canada Indus Community Services Full time

**Job Position: Project Assistant**
**Department: Newcomers Services**
**Status: Full-Time - 35 hours per week**
**Location: Mississauga & Brampton**
**Compensation: $23.69 per hour plus group health and RRSP benefits.**
Indus Community Services is an accredited, not-for-profit community benefit organization that has served local communities for over three decades. We are a registered charity, supported by our donors and by all three levels of government. Through our professional staff, we are a leader in the provision of culturally responsive services to newcomers, families, women & seniors.
- **Vision**:_ To be leaders in building strong and inclusive communities.
- **Mission**:_ We are a community benefit organization focused on building resilient and healthy communities by offering person-centered, anti-oppressive programs and services.
- **Position Summary**:_

Under the supervision of the Manager, the incumbent will act as a first contact for clients, conduct intake screening, reception of clients, telephone inquiries and provide project assistance and support.
- **Responsibilities and Duties: (but not limited to)**_
- Perform reception duties; answering phone, screening and directing calls for all the programs and services at the site
- Provide detailed information about the Indus’s programs and services in person and on the telephone
- Welcome and respond to walk-in clients in a sensitive and timely manner
- Conduct initial intake, eligibility screening, needs assessment and complete intake/assessment forms
- Conduct eligibility screening and ensure appropriate documentation and filing
- Refer clients to appropriate programs and services as needed
- Maintain a high level of customer service and confidentiality for all clients accessing services at the site
- Assist with outreach and recruit clients for participation in workshops & information sessions
- Promote the organization’s workshops & information sessions to clients and assist with client support
- Assist in the planning of workshops & information sessions
- Provide individual referrals, support and guidance to ensure clients’ needs are met
- Provide reception relief for the main reception as needed (if applicable to site)
- Organize office operations, assuring that procedures are in place for the smooth and efficient operation of all programs/services
- Implement procedures as needed for the following: Office communication, maintenance and organization of files, reporting and gathering statistics, preparing correspondence, data entry and hospitality
- Provide administrative and clerical support for all programs and services at the site
- Assist in the training and orientation of new staff, including, but not limited to, training in use of office equipment, orientation to common office procedures, and orientation to information systems and the telephone system
- Ensure that the site is well maintained and necessary resources are available
- Assist scheduling meetings, prepare agendas, coordinate hospitality and documentation for meetings
- Ensure the office equipment is in working order, setup and troubleshoot if required
- Order and maintain inventory (teaching and childminding resources, capital items and equipment)
- Ensure the availability of space and equipment for program/organizational activities
- Provide support to all site staff, volunteers and student placements
- Compile and log petty cash receipts.
- **Language Instruction for Newcomers to Canada (LINC)**_
- Book language assessments for new learners, register learners into the program, direct new learners to the appropriate class
- Process all the appropriate paperwork (letters, documents, certificates, attendance records) for learners within set timelines
- Liaise with teachers and CNC staff to collect and compile data for entry into HARTS/CLARS
- Bulk upload data from CLARS into iCare on a monthly basis.
- Oversee and ensure the smooth operation of the program, especially during staff absences
- Manage, maintain accurate records and disbursement of bus tickets and student attendance
- Be immediately accessible without delay to CNC staff as needed
- **Qualifications and Skills**:_
- Post-secondary education in Office/Business Administration with a minimum of three years of related experience, with progressive responsibilities, preferably in a non-profit environment
- A self-starter with superior interpersonal, organizational, administrative and time management skills
- Commitment to a professional work ethic, working cooperatively and collaboratively with internal and external stakeholders while demonstrating a strong customer service orientation
- Strong communication skills, both written and verbal, and experience with business writing and/or taking of meeting minutes.
- Ability to work in a fast-paced environment and handle a number of tasks simultaneously
- Must demonstrate diplomacy, tact and good judgment
- Detail oriented with a high degree of accuracy
- Ability to