Program Assistant

5 months ago

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

**PROGRAM ASSISTANT**
**Term (15 Month), 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, 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 participants

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