Program Administrative Assistant

Job Title: Program Administrative Assistant

Status:  Temporary, Full-Time (Union position)

Vacancies: 1

Wage: $25.95/hr - $29.76/hr (starting $25.95/hr)

Grid: 10 

Hours : 35

Schedule: Monday to Friday- 8:30am -4pm

End Date: March 31, 2026

Date Posted: June 9, 2025

Closing Date: Open Until Filled

 Please note that internal applicants must apply by June 17, 2025. Internal applications received after this date will not be considered as internal and seniority will not apply. Position will remain open until filled.

The Opportunity:

The program administrative assistant is responsible for all administrative duties related to the LINC program which has a large student body. These duties primarily include maintenance of wait lists, student registration, record keeping, customer service and clerical duties.

The key areas of responsibility are:

• Maintain knowledge of the availability and eligibility requirements of current English programs and provide referral information, as necessary.

• Contact students when seats are available, register and place students in class and maintain student records using iCARE, spreadsheets and CRM.

• Perform all clerical duties related to the LINC program, such as typing letters, monthly reports, class lists, waitlists, etc. Keep supervisor and manager informed of problem areas or emerging trends and briefs them on any issues, concerns, matters and meetings.

• Liaise with instructors and day care staff regarding student movement, space availability and provide day-to-day information.

• Act as a resource person to settlement workers regarding the LINC program.

• Liaise with assessment centres regarding client referrals and space availability.

• Compile and maintain program statistical information and reports to the funder.

• Perform opening and closing office procedures.

• Attend and/or assist in organizing program events.

• Support manager and supervisor in the preparation of funding proposals and program budgets.

• Keep manager and supervisor informed of significant developments.

• Type and edit program correspondence including reports and other documents.

• Perform clerical functions such as photocopying, scanning, and faxing.

• Assist with program promotion to community services, the media and DIVERSEcity’s programs.

• Check supply inventories, compile needed supplies and provide recommendations.

• Participate as a positive and cooperative team member, attend meetings and participate in Society committees and events as required and/or directed.

• Adhere to Policies and Procedures and Personnel Policies, Procedures and Practices of the Society.

• Greets clients/visitors to the organization in a professional and friendly manner.

• Answers phone and/or in person inquiries and routes to appropriate staff members if required.

• Displays understanding of internal and external programs and facilitates referrals to the appropriate services. Responds to routine queries with regard to the organization and services provided.

• Assists with client intake procedures by obtaining basic information, providing interpretation where needed, assisting in completing forms, and managing waitlists in accordance with established guidelines.

• Other duties as required.

Qualified candidates will possess:

• Post-secondary training or certificate in Office Administration and a minimum 2 years experience in an office environment.

• Recent, relevant experience working in administration in funded language programs and non-profits an asset.

• Familiarity with the LINC intake and registration process.

• Excellent English communication skills, written and oral.

• Ability to communicate effectively with people with limited English proficiency.

• Excellent computer and Internet skills (advanced knowledge of MS Office, CRM and iCARE), with a typing speed of 50wpm.

• Competency with office equipment, procedures and business communications.

• Professional telephone manners and good interpersonal skills.

• Ability to work cooperatively within a team.

• Exhibits cross-cultural competency.

• An additional language is an asset.

A Criminal Record Check is a requirement of employment.

APPLICATION REQUIREMENTS:

To apply, please upload your resume and cover letter as separate attachments.  As part of the application process, you will be prompted to complete a short questionnaire. Please ensure all questions are answered. 

This position is not available for sponsorship, only candidates legally entitled to work in Canada can be considered.  

To view all opportunities at DIVERSEcity visit www.dcrs.ca/work-with-us/.

ADDITIONAL INFORMATION:

This position is based in our Surrey office and is "in-person" services.  DIVERSEcity has implemented new safety procedures for in-office and in-person work, to view our safety plan, please visit https://www.dcrs.ca/news/diversecity-re-opening-plan/. Successful candidates will be provided with the training and equipment to safely carry out their duties, ensuring the best protection for our staff and clients.

A comprehensive job description will be provided to all candidates shortlisted for interviews. 

DIVERSEcity is committed to employment equity and encourages applications from people of all gender identities and expressions, persons with disabilities, Indigenous peoples and visible minorities. Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact our HR department at (recruitment@dcrs.ca). Any personal information provided will be maintained in confidence.

About DIVERSEcity

DIVERSEcity Community Resources Society is a registered charity devoted to helping newcomers. For 40 years we have focused on providing specialized services newcomers to find employment, learn English, find housing, deal with family challenges, work through mental health issues and access medical care. DIVERSEcity is a client-centred organization committed to quality and accountability. We value growth, respect, integrity and compassion.  To learn more about DIVERSEcity visit us at https://www.dcrs.ca/.

We thank all applicants for their interest in this opportunity; however, only those selected for an interview will be contacted.