Program Assistant - Skills Training Centre

Job Title: Program Assistant- Skills Training Centre

Status: Temporary, Part Time (Union Position)

Grid: 10

Hours: 25 Hours per week 

Rate: $25.05-$29.76 (Starting at $25.05 /hour)

Schedule: 9:00 AM - 2:00 PM Monday to Friday 

Start Date: ASAP

End Date: March 31, 2024 (or until return of incumbent)

Date Posted: December 5, 2024

Closing Date: December 13, 2024 

Please note that internal applicants must apply by December 13, 2024, 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: 

As an Administrative Program Assistant, you will provide administrative support to DIVERSEcity Skills Training Centre and Language Testing Centre.  You will be the key team member to support Centre operations which includes entering registration information, creating invoices, creating participant certificates , creating course survey links and administering the survey, managing inventory.  In addition, the PA will be the point of contact when PC is away.

Key Responsibilities:

• Answer client and staff inquiries by phone and email;

• Coordinate client referrals by responding to client inquiries via general phone or email and distributing referrals to appropriate staff based on eligibility of programs and languages;

• Provide clerical support including program correspondence, minute taking, reports and other documents;

• Compile and maintain a resource inventory list by type of need (mobility, dementia, loss of spouse, mental health etc.) of social, nutritional and physical supports suitable to the needs of older adults immigrant and refugee backgrounds;

• Assist with internal and external program promotions;

• Assist the program coordinator with scheduling volunteers and clients for events; 

• Call clients to complete follow-ups and surveys;

• Compile and organize program statistics, files and resource materials;

• Order and administer bus ticket distribution;

• Accurate data entry;

• Conducting post-graduation surveys for clients;

• When needed, this PA will be assigned for some special projects and also work on Saturdays from time to time.

Qualified candidates will possess:

• Post-secondary training in Office Administration; 

• Minimum 2-years’ experience in an office environment;

• Strong computer and internet skills, Microsoft Office including excel;

• Professional telephone manners and interpersonal skills;

• Minimum 50 WPM, typing speed;

• Experience working in funded programs and non-profit, preferred;

• Ability to work independently and collaboratively in a dynamic group environment;

• Knowledge of or experience in needs of immigrant and refugee seniors would be an asset;

• Meeting note taking skills;

• Skilled in formatting documents;

• Strong command of Zoom and Microsoft Teams usage is an asset;

• Experience using Outlook and Outlook calendar is an asset;

• BC Class 5 Drivers License. 

APPLICATION REQUIREMENTS:

To apply, please upload your resume and cover letter as separate attachments.  Please note that only Word or PDF formats can be accepted.  As part of the application process, you will be prompted to complete a short questionnaire. Please ensure all questions are answered. 

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 a blend of remote and in-person services.  DIVERSEcity has implemented new safety procedures for in-office and in-person work, to view our safety plan, please visit www.dcrs.ca/news/diversecity-covid-19-safety-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 (hr@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.