Program Administrative Specialist

**Job Title**

Program Administrative Specialist

Immediate Supervisors**

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Team Lead/Unit Director_

Wage**

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Starting at $25.26/hour_

**Closing date**: December 31, 2025

**Term**: ASAP until March 31, 2026. May be extended, may become permanent.

**Job Purpose**

The Program Administration Specialist provides comprehensive administrative and client service support to ensure the effective delivery of settlement and newcomer support programs. This role works closely with Team Leads and the Director to maintain accurate records, coordinate reporting, support program delivery, and provide light-touch services to clients.

**Duties and Responsibilities**

**Administration**
- Works collaboratively with Team Lead and the Director to update and maintain Simple CTS and any other additional databases, ensuring client information and records are accurate and current for planning, monitoring, evaluation, reporting and service delivery purposes.
- Conducts, prepares and compiles reports for the Unit Director, IRCC, funders, and other stakeholders.
- Supports the planning and administration of unit events, workshops, and programs.
- Keeps the Director and Team Leads informed by regular reporting as required and advising on emergent issues.
- Assists with preparation of professional development plans and coordinates training for unit staff, practicum students and volunteers.
- Completes financial requisitions for unit expenses and ensures all supporting documentation is accurate.
- Prepares presentations for PSS orientations materials and other internal communications.
- Supports online registration processes and maintains accurate records.
- Schedules meetings, creates agendas, manages calendars.
- Monitors office supplies and places orders as needed.

**Client Service**
- Responds to client inquiries in person, by phone, virtually and electronically, providing accurate information and appropriate community referrals (light-touch services).
- Provides clients with intake assessments, information, guidance, and referrals to appropriate training, community resources or equivalency assessments within Saskatoon and the catchment area.
- Develops and delivers webinars on various settlement topics, including financial literacy, for clients, team members and community partners.
- Make referrals to provincial and federal immigrations offices.
- Attends pre-arrival program meetings online and in-person (travel may be required).
- Assists with and leads the client Income Tax Return clinic.

**Operational Assessment**
- Regularly assesses current administrative and operational processes and collaborate with supervisors and colleagues to recommend and implement improvements.
- Promotes high quality service delivery, fosters collaborative work relationships with internal staff and external service providers and maintains appropriate networks of agencies, business partners and employers.
- Support the security and organization of the office spaces by monitoring client and visitor flow, and ensuring equipment and facilities are properly secured at the end of the day.

**Other duties as assigned.**

**Education and Experience**

- **University degree in Business Administration, Office Administration, humanities or Social Science, and one year of work experience in the human services field, OR
- Graduate of post-secondary and two years’ work experience providing customer service and administrative support capacity.

**Assets**:

- Additional languages
- Excellent research and computer skills including navigating and updating online sources, databases, Microsoft Suites (Word, Excel, Outlook)
- Flexibility is required to accommodate access to services
- Strong technical skills, experience in online video conferencing tools such as Zoom, MS Teams
- Strong client support service focus, subscribing to a client-centered approach
- Ability to multitask, manage priorities and adapt to complex work environment.
- Strong interpersonal, written and verbal communication skills.
- Conflict resolution and problem-solving skills.
- Knowledge of the Foreign Worker Recruitment and Immigration Services Act

**Required Licenses and/or Certifications**

- Criminal Occurrence Security Check - Must complete a Criminal Record and Vulnerable Sector Check in good standing and within three months prior to first day of employment.
- Proof of English proficiency by obtaining a completed Canadian education, Minimum CLB level 8, or IELTS 6.5

**Last Reviewed**

December 23, 2025