Program Assistant, Language Services

2 weeks ago

Halifax, Canada ISANS Full time

**Program Assistant, Language Services**

ISANS is seeking a part-time **Program Assistant, Language Services** to support the effective and efficient administration of team programs, services, and activities, by providing program support to the team manager and team employees. Reporting to the Supervisor, Administration and to the Manager, Language Services, the Program Assistant will be responsible for:
**Duties and Responsibilities**:

- Working with the team to create and maintain administrative processes for organizing and compiling the information required for accurate and timely reporting and evaluation of team services and programs
- Recording, processing and storing documents in accordance with established procedures using computerized and manual processing systems
- General administrative tasks including:

- Compiling data, reports, presentations, team schedules on SharePoint, telephone lists and other schedules
- Answering telephone calls, relaying messages, handling queries
- Photocopying, faxing, scanning, distributing reports, brochures etc
- Providing administrative program assistance with organization and booking of workshops, classes, seminars, events, field trips, PD/in-service days, team meetings; including registration of participants, refreshments, venue selection, transportation and set-up
- Providing backup support to ISANS reception staff
- Receiving referrals from LASNS and arranging for clients to go into language classes
- Receiving change forms and updating client / class information in ISANS database
- Entering in new client CLBs in ISANS database
- Receiving referrals for LINC Home Study and updating the LMS at Centre for Education and Training
- Monitoring the waiting list and contacting clients for classes
- Greeting new clients and escorting them into classes
- Completing monthly ICAMS reporting
- Preparing student IDs
- Arranging interpreters for use in LINC / PALS / CNC
- Preparing certificates
- Preparing confirmation letters for clients
- Ordering bus tickets, issuing tickets to instructors and tracking bus tickets
- Ordering supplies and issuing to instructor
- Compiling information for brochures
- Ordering, cataloguing, labeling and supervising resources

**Education**:

- Administrative Assistant certificate/diploma
- Equivalent combination of education and experience will be accepted

**Experience**:

- 2 years’ experience in a similar position
- Experience working in a cross-cultural environment; experience delivering direct service to immigrants preferred
- Experience with computer programs and databases; data input, queries, generating/developing reports, spreadsheets, presentation documents

**Skills**:

- Strong written and verbal English communication skills
- Ability to work independently and as part of a team
- Strong time management and organization skills
- Additional languages an asset

**ISANS Core Competencies**

**Cultural Competency; Equity, Diversity & Inclusion**
- Embracing the value that different perspectives and cultures bring to an organization

**Collaboration**
- Working collaboratively with others across the organization to achieve shared objectives

**Continuous Learning**
- Continually seeking new knowledge and skills, as well as developing existing capabilities

**Innovative Thinking**
- Introducing new ways of looking at problems and developing useful ideas that are new, better, or unique

**Accountability**
- Holding self and others responsible and accountable to being transparent and principled in our approach and to meeting commitments

**Respect**
- Actively encouraging an environment of fairness, honesty and integrity for all

**Terms of Employment**:

- Indefinite-term contract
- Part-time 17.5 hours per week
- Hybrid work environment: work location will be determined by operational requirements, prioritizing ISANS mission and clients to determine the right balance of in-person and virtual work.

**Commencement Date**:ASAP

**Closing Date**:Tuesday May 28, 2024 - 4:00pm.

Only those eligible to work in Canada will be considered for this position.

**Job Types**: Part-time, Permanent

Pay: $20.35 per hour

Expected hours: 17.5 per week

**Benefits**:

- Employee assistance program
- On-site parking
- Paid time off
- RRSP match

Schedule:

- Day shift
- Evening shift

Work Location: Hybrid remote in Halifax, NS B3L 4P1

Application deadline: 2024-05-28

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