Administrative Assistant - Settlement Workers in Schools (SWIS)
Community Development Council Durham
Ajax, ON
Job title: Administrative Assistant
Department: Newcomer Community Services Department- SWIS
Reports to: Manager, Newcomer Community Services
Hours of work: 8:30 a.m. to 4:30 p.m.
Application deadline: December 17, 2025.
Job purpose
This position supports the smooth operation of program activities by coordinating information flow, maintaining records, preparing reports, assisting with event planning, and providing administrative support to the SWIS Team. The role contributes to the effective delivery of settlement services that help newcomer students and families integrate successfully into the school system and the community.
Company Overview
The Community Development Council Durham (CDCD) is an independent, not-for-profit social planning organization that has been working to enhance the quality of life for individuals, families and communities in Durham for over 55 years. We organize a variety of research, community development and social planning initiatives as well as administer and deliver front line social service programs. Please visit us at www.cdcd.org for more information.
Duties and responsibilities
Administrative Support
- Provide day-to-day administrative assistance to the SWIS team, Program Manager and Team Lead.
- Provide support to the SWIS Steering Committee, including taking minutes, scheduling meetings, and coordinating related communications.
- Prepare correspondence, reports, meeting minutes, and other documentation as necessary.
- Maintain organized filing systems (digital and physical) for program records.
- Schedule meetings and appointments.
- Monitor and order office supplies, ensuring adequate inventory levels.
Data Management and Reporting
- Generate and compile monthly, quarterly, and annual reports as required.
- Ensure data accuracy, confidentiality, and compliance with privacy requirements.
- Track attendance and participation for workshops, events, and school-based activities.
Communication and Coordination
- Serve as a point of contact for inquiries from schools, families, and community partners.
- Direct calls, emails, and requests to appropriate staff members.
- Support communication between Settlement Workers, school administrators, and community agencies.
- Distribute program updates, event notices, and resource materials.
Event and Workshop Support
- Assist in planning and organizing school and community events.
- Prepare registration lists, promotional materials, and participant packages.
- Record attendance and collect participant feedback for evaluation.
Financial and Administrative
- Processes Process invoices, expense claims, and reimbursements in accordance with organizational policies.
- Support budget tracking and financial reporting under the direction of the Program Manager and Team Lead.
- Maintain accurate records of program expenditures and supplies.
Skills and Abilities
- Strong organizational and time management skills with attention to detail.
- Excellent written and verbal communication abilities. Intermediate-level proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and database systems.
- Proficiency using Microsoft Forms; experience with Microsoft Power Automate is considered an asset.
- Experience working with Microsoft OneDrive and SharePoint for file management and collaboration.
- Skilled in using Canva to create promotional designs and other communication materials.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Professionalism, discretion, and commitment to confidentiality.
- Cultural sensitivity and understanding of newcomer and settlement issues.
Core Competencies
Valuing Diversity and Social Change
Supports and promotes an environment that holds opportunities for all, regardless of race, ancestry, colour, ethnic origin, citizenship, creed, religion, sex, sexual orientation, age, family status, or disability; fosters a climate of inclusion, where diverse thoughts are freely shared and integrated. Understands social justice; all groups and individuals receive fair treatment and an equitable share of the benefits of society.
Culturally-Sensitive
Recognizes, understands, and applies attitudes and practices that are sensitive to and appropriate for people with diverse cultural socioeconomic and educational backgrounds, and persons of all ages, genders, health status, sexual orientations and abilities.
Job Specific Competencies
Customer Focus
Commits to meeting the expectations and requirements of internal and external stakeholders; acts with stakeholders in mind; values importance of providing high-quality customer service.
Interpersonal Skills
Ability to deal cooperatively with other staff, volunteers, funder agencies and other government and community organizations. Actively listens to the client’s and employee needs.
Oral and Written Communication Skills
Demonstrates proficient abilities to develop high-quality written reports and expresses excellent communication skills when dealing with clients and employees.
Organization and Time Management
Capable of organizing files and printed reports in an effective manner that allows easy access and to obtain. Plans effective ways to use time in order to accomplish job duties in a timely behavior.
Problem Solving
Ability to address a problem and facilitate ways in which to solve the issue. Potential to assist people with problems they may have and plan ways in which to help solve the concern.
Accountability
Takes responsibility for actions and mistakes; reliable; accomplishes goals, completes tasks, and meets deadlines or gives reasonable notice and explanation; is productive while maintaining accuracy and quality; acts in an honest, trustworthy and respectful manner; is punctual; follows through on commitments made.
Ability to work in a team environment and independently
Has a strong capability to work in a team environment, as well as work on individual tasks that support that overall Centre.
Qualifications
- Post-secondary education in Office Administration, Business Administration, or a related field.
- Knowledge of administrative and clerical procedures.
- Two years related experience in non-profit sector/Employment Resource Centre/community services.
- Experience working with people from various cultural, ethnic, and socio-economic backgrounds.
- Proficiency in the use of computer programs for: Word Processing, Databases, Spreadsheets, E-mail, Internet and Marketing & Newsletter publication.
- Strong proficiency in the use of virtual platforms such as MS Teams and Zoom
- Experience planning and coordinating events, including logistics, scheduling, communication with partners, and on-site support.
- Results oriented, proactive, and resourceful with a quality-standards approach
- Good organization skills
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Proficiency in additional languages other than English would be a definite asset.
Special Conditions
- Office-based position with occasional travel to schools and community sites within Durham Region.
- Standard work hours with flexibility required for occasional evening or weekend events
- Ability to lift up to 20 lbs.
- Prolonged sitting is required.
APPLICATION PROCESS: Applicants are requested to submit their resume and a cover letter stating salary expectations, while outlining their strengths, experience and aptitude to fulfil the position requirements.
Please submit applications to "Administrative Assistant-SWIS" at: https://communitydevelopmentcouncildurham.easyapply.co
CDCD thanks all applicants for their interest; however, only those asked for additional information and/or selected for an interview will be contacted.
CDCD is committed to providing equal opportunity to all employees. We strive to create a diverse and inclusive workplace that represents the cultural mosaic of the Durham Region and the communities we serve. We recognize the value that comes from the different viewpoints, unique experiences and diverse perspectives of our employees, who bring fresh, new ideas to our business. Diversity plays a key role in our ability to deliver our mission.
CDCD is strongly committed to diversity and inclusion within its community and encourages applications from Indigenous peoples, racialized persons/persons of colour, persons with disabilities, women, LGBTQ2S persons, and others who may contribute to fostering innovative ideas and solutions.
As an employer, CDCD has a duty to accommodate potential candidates throughout the hiring process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005.