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Program Assistant, Intake

2 weeks ago

Halifax, Canada ISANS Full time

**Intake Program Assistant**

ISANS is seeking a full-time **Intake Program Assistant, Community Integration Services** responsible to support the effective and efficient administration of Intake appointments (both online and in-person and Atlantic Immigration Program). Reporting to the Supervisor Intake and Reception and Manager, Community Integration Services, this position is responsible for:
**Duties and Responsibilities**:

- Book all in-person Intake appointments
- Review submitted documentation to ensure all required information has been provided for General Intake & AIP appointments
- Schedule interpreters and book childcare as needed for Intake appointments
- Update client files in NewOrg clients as needed
- Support Intake team by taking minutes at team meetings, updating documents, creating efficient processes, compiling evaluations, providing information for reports, etc
- Provide regular updates during Intake Meeting on client wait times, bookings, demand, trends, etc
- Record, process and store documents in accordance with established procedures using computerized and manual processing systems
- Provide backup support to other Program Assistant for Community Integration Services team and ISANS reception staff as needed

**General responsibilities**:

- Record all relevant client information on databases in a consistent and timely manner as appropriate to the position
- Provide information as required for internal/external reports, proposals, grants etc.
- Attend regular Staff Meetings and Team meetings
- Review and adhere to ISANS workplace health and safety policies
- Attend training and development opportunities as appropriate
- Attend and provide support at ISANS events
- Perform other duties as required

**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
- Strong computer skills and experience with computer programs and databases; experience scheduling clients with online software and asset

**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
- Full-time 35 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
- Some travel between ISANS offices required, as needed

**Commencement Date**:ASAP

**Closing Date**:Friday, April 25, 2025- 4 p.m.

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

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

Pay: $38,580.88-$41,156.70 per year

**Benefits**:

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

Schedule:

- Monday to Friday

Work Location: Hybrid remote in HALIFAX, NS

Application deadline: 2025-04-25