Program Assistant

**Client Booking**
- Assist the client services team by ensuring a warm and welcoming environment for clients
- Using approved appointment booking system, conduct client booking for all programs and services, in a timely manner
- Conduct initial client screening to determine eligibility for services and Inform Clients of required documentations to access services
- Prior to scheduled appointments, contact clients to confirm or reschedule appointments when necessary; Follow up with clients who cancel or fail to show up for their appointments
- Be responsible for maintaining a daily sign in sheet/log for all clients and visitors

**Filing/Clerical duties**
- Be responsible for organizing, storing and maintaining all client files, using approved records management coding/procedures; retrieve and return client files as needed by other members of the team
- Perform clerical duties including but not limited to: faxing, scanning, photocopying and document compilations
- Be responsible for receiving all incoming and dispatching all outgoing surface mails, postages, packages and deliveries
- Be responsible for tracking client enquiries, using the approved data system
- Using approved methods, compile and organize, all internal communication (notices, meeting minutes, directives and memos) for reference purposes
- Perform data entry tasks, as may be required

**General Cleaning and Maintenance Duties**
- Using appropriate cleaning tools and equipment, perform weekly of furniture, equipment, walls, ceilings, windows, doors, sills and fridges.
- Ensure that offices, supply rooms, hallways, kitchen, rest rooms, lobby and other common areas are always kept clean; this includes: sweeping, mopping, dusting, washing, vacuuming, sanitizing and other cleaning duties as needed
- Removing waste and recycling, and replenishing supplies as needed
- Sets up and takes down chairs, tables and equipment in rooms/halls for functions/meetings
- Be responsible for conducting regular maintenance checks of office/classroom spaces to ensure compliance with protocols for cleanliness, health and safety

**General Support Tasks**
- Be responsible for tracking general office and cleaning supplies and submit monthly supply lists to the Manager to ensure adequacy of stock at all times
- Be responsible for receiving, cross-checking for accuracy in line with the delivery orders/in
- voices and organizing all office supplies/deliveries in the appropriate places
- Perform office opening and closing duties adhering, strictly, to the protocols required for the safety and security of the facility
- Performs invigilation and proctoring tasks as needed
- Assist program teams with interpretation/translation
- Assist the Care for Newcomer Children (CNC) Program by directing the clients the CNC spaces.
- Participate in mandatory Unit meetings, staff training and other agency events
- Perform any other duties as assigned and related to position

**EDUCATION AND EXPERIENCE**
- Minimum High School Diploma
- Minimum 2 years’ experience in the immigrant, refugee settlement and integration sector is an asset
- Knowledge of a second language is a mandatory requirement, specifically: Tagalog, Vietnamese, Urdu, Amharic or Swahili.
- Equivalent education and experience may be considered

**HOURS OF WORK & SCHEDULE**
- Part Time
- 25 hours/ week, Typically, 11:00 am - 4:30 pm
- Monday - Friday

**CONTRACT EXPIRATION**
- December 31, 2025

**Job Type**: Part-time

Pay: $16.48 per hour

Expected hours: 25 per week

**Benefits**:

- Dental care
- Extended health care
- RRSP match

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 2025-06-26
Expected start date: 2025-07-07