Program Assistant

4 months ago

Markham, Canada Centre for Immigrant and Community Services Full time

CICS is a not-for-profit organization and registered charity with a mission to empower newcomers in settling and integrating as contributing members of Canadian society through diverse, professional and innovative programs and services. We work to enable newcomers to fully integrate, participate and contribute to all spheres of Canadian society. Our success stems from our workforce culture-bound by three core values: Compassion, Inclusion and Collaboration.

**Ref: # 23-23/ Program Assistant**

**Job Title**: Program Assistant

**Team/Unit**: Settlement Team (YR)

**Location**: MSWC, Newmarket Centre and various Welcome Centres in York Region

**Hours**:35 hours per week; may work irregular hours, including evenings,

Saturdays and some holidays

**Salary**:$38,548 to $42,133

**Current Rate**: $21.18 per hour

**Status**: Unionized

**Essential Duties and Responsibilities**:
Reception
- Greets visitors/clients and directs them to appropriate program /service staff;
- Operates the main switchboard, screens, takes messages and directs calls to appropriate program/ service staff, and provides general information to clients and the public;
- Provides information on agency programs/services; schedules and reschedules client appointments; handles cancellations, and keeps accurate intake records;
- Works with volunteers and provides on-going orientation for volunteer receptionists;
- Prepares interoffice courier waybills and mail for delivery to other centres/ locations;
- Sorts and routes incoming mail, faxes and other materials;
- Prepares and maintains facility and program materials and information by updating the bulletin boards;
- Keeps and maintains the office clean, organized and tidy.

Program Support
- Generate program promotional materials such as program flyers;
- Assists in outreach activities to promote programs/ services;
- Perform administrative duties and on-site support for programs and events, including preparation of rooms, working with IT staff to ensure required equipment are in place (projectors, computers, AV, etc.), registering clients, collecting feedback and evaluation questionnaires, post-event wrap up, etc.
- Enter client/participant data into appropriate databases;
- Produce reports as required by program staff or Program Manager for the purposes of program evaluation, performance analysis, reporting to funders, etc, including iCARE bulk upload and OCMS reports;
- Prepare claims and cheque requisitions on program expenses, submit to Program Manager for review and approval and to accounting staff for processing; Maintains petty cash account;
- To keep and maintain inventory of program materials, supplies, equipment and furniture.
- Other administrative tasks as assigned from time to time.

**Qualifications**:

- College diploma in office/business/administration procedures, or customer service or equivalent and at least 2 years office experience;
- Intermediate level of office procedures;
- Excellent communication skill;
- Proficiency in written and spoken English and **Cantonese/and Mandarin is** required;
- Ability to manage time effectively and set priorities;
- Must have strong customer service orientation;
- Knowledge of and sensitivity to the multicultural communities, and especially the needs of the newcomers;
- Excellent interpersonal skills and experience in problem solving;
- Excellent attention to detail and ability to multitask, able to work both independently and as part of a team in a fast-paced environment;
- Strong computer skills with intermediate level in Windows software (e.g. Microsoft Word, Excel, Access and Outlook), Internet and E-mail; excellent knowledge of Zoom and Teams;
- Ability to cope with changes and be flexible in scheduling; willing to work some evenings and/or weekends;
- Willing to travel between community locations in York region;
- Valid Ontario driver license and use of car is a strong asset;
- A Vulnerable Sector Screening is mandatory.

Application should quote # **Job 23-23 / Program Assistant** and address the covering letter to

Hiring Committee, Centre for Immigrant and Community Services (CICS), 2330 Midland Avenue, Toronto, ON, M1S 5G5.
- CICS is an equal opportunity employer. We provide accommodations during the recruitment process for persons with disabilities if required. This will be in accordance with the Accessibility for Ontarians Disability Act and Ontario Human Rights Code. We thank all those who respond to this posting. Only those selected for further screening will be contacted. Regrettably we cannot accept telephone inquiries._

**Salary**: $38,548.00-$42,133.00 per year

**Benefits**:

- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care

Schedule:

- Monday to Friday
- Weekend availability

**Education**:

- DCS / DEC (required)

**Experience**:

- Office: 2 years (required)

**Language**:

- Cantonese/Mandarin (required)

Work Location: One location

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