Program Support

The Regina Open Door Society (RODS) is a non-profit organization that provides settlement and integration services to refugees and immigrants in Regina. RODS is committed to meeting the needs of newcomers by offering programs and services that enable them to achieve their goals and participate fully in the larger community.

The Regina Open Door Society is committed to fostering a work environment that values diversity, equity, and inclusion. We actively seek candidates who share these values and contribute to our diverse community. Our aim is to eliminate barriers to employment, ensuring that all qualified individuals have the opportunity to join our team. Our facilities are fully accessible, accommodating the needs of all individuals.

We are located in the City of Regina on Treaty 4 land, which is recognized as the traditional territory of the nhiyawak/Cree, Nahkaw/Saulteaux, Anihinpk, Dakota, Lakota, Nakoda, and the homeland of the Mtis Nation.

The Regina Open Door Society Inc. is seeking a qualified individual to staff the full-time term position of Program Support. The position will commence January 5, 2025. The term for this position is until March 2, 2026. The successful candidate will receive 5 days paid on the job training in December 2025.

The ideal candidate will have relevant post-secondary training and/or minimum three years related work experience. Demonstrated maturity, the ability to work cross culturally, a positive attitude, documentation ability, effective organizational, communication, time management and excellent computer skills will be necessary. The successful applicant will also require a valid driver's license.

Position Responsibilities

• Answer general phone inquiries in a professional and courteous manner
• Tracking program budgets and resources
• Facilitate the booking of meeting spaces and fleet vehicles
• Update inventory lists, documents and program information
• Greet clients/visitors to the department in a professional and friendly manner
• Prepare reports, memos and documents
• Sort incoming/outgoing mails, faxes and courier deliveries for distribution
• Prepare general meeting agenda in consultation with assigned team leader or manager
• Take and distribute meeting minutes
• Assist with onboarding of new employees: preparing orientation packages, updating employee profile, workspace, computer equipment, internet and email access and office supplies, etc.
• Organize and track mailbox and cabinet keys
• Work with program support team to maintain/order office supplies
• Review and edit documents as required
• Assist in the collection and compilation of month end data and reports (i.e., narrative/financial reports), mileage claims, time sheets and request to take time off, interpreter sheets, pre-approval for supplies and maintenance, etc.
• Perform administrative responsibilities (i.e., duplicating, faxing, telephone calls, etc.)
• Assist Managers, team leaders and program staff in organizing special events and activities
• Enter initial client record into database if needed
• Provide support and assistant with the temporary accommodation and RODS vehicles (i.e. schedule cleaning and maintenance, reporting incidents, RODS parking, etc.)
• Perform other responsibilities as needed by the program managers or team leaders
• Other duties as required

Desired Qualifications:

• Accounting and book keeping skills will be an asset
• Post-secondary in office or business education and three years' experience providing administrative services in an office setting
• Experience in providing service to the general public including individuals and families from diverse cultural and religious background
• Excellent communication and writing skills
• Effective time management skills
• Excellent Key boarding skills
• Proficiency in the use of the following computer programs: Word, Access, Excel, Adobe, Microsoft 365, Spreadsheets, Outlook, Internet Explorer, etc.
• Proficiency in the use of the following office equipment: Voice messaging systems, Fax machine, photo copier, scanner, multi phone lines
• Proficiency in the use of social platforms/apps: Zoom, Microsoft Team, WhatsApp, Facebook, etc.
• Excellent ability to work in a fast-pace team environment

Competencies

The program support should demonstrate competence in all of the following:

• Behave Ethically: Understand ethical behaviour and confidential business practices and ensure own behaviour and the behaviour of others are consistent with the standards and values of the organization.
• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
• Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
• Foster Teamwork: Work cooperatively and effectively with others employees.
• Organization: Set priorities and develop work schedule, monitor progress towards goals, and track details/data/information/activities.
• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations to the Managers to resolve problems.

Hours of work are Monday to Friday from 8:15 AM to 4:00 PM. All position at RODS requires a clean criminal record/child abuse registry check. There is a cost shared benefits package available to the employee with successful completion of a six-month probationary period. Annual salary for this position is $37, $21.46 per hour)

We thank all candidates for their interest; however, only those selected for interviews will be contacted. Please be able to provide three work related references at the time of your interview. Please visit link provided.