Program Assistant, Newcomer Services - Canada Summer Jobs

YBC•Vancouver, BC

7h•Onsite

About The Position

This position is funded by the Canada Summer Jobs Grant. The Program Assistant will receive and respond to telephone inquiries in a timely and professional manner and manage multiple program referrals. The individual will provide accurate word-processing support, editing & composing a wide variety of documents, assisting with organizing events and supporting programs delivery and other tasks as directed. The individual will develop and maintain a well-organized filing system (paper and electronic) and upload documents to our database that permits easy reference and rapid retrieval of information. This position requires excellent organizational skills, effective time management, detail-oriented, and prioritizing and multi-task in a fast-paced environment. Proficiency with computer applications/databases and strong communication skills with a diverse population are essential.

Requirements

Combination of education and experience in related fields
A minimum of 1 years’ experience in an administrative assistant role.
Experience maintaining & working with databases.
Demonstrate a high level of organizational, administrative, and customer service skills
Detail oriented while managing multiple tasks at once
Proficient with Microsoft Office (Excel, Word, and Publisher)
Excellent verbal and written communication skills
Ability to work independently and in a team environment
Take initiative and manage time effectively in a fast-paced changing environment
Analytical and problem-solving skills
Be between 15 and 30 years of age at the start of employment.
Be a Canadian citizen, permanent resident, or person who has been granted refugee status in Canada under the Immigration and Refugee Protection Act.
Be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations. International participants are not eligible. Recent immigrants are eligible if they are Canadian citizens or permanent residents.

Nice To Haves

Salesforce experience is an asset
Proficiency in a second language is an asset
Successful candidate will be required to provide 3 satisfactory references
Successful candidates will be required to provide a current and satisfactory Criminal Record check with a vulnerable sector search issued no later than six (6) months preceding the start date.

Responsibilities

Welcoming and guiding participants, and performing general office duties such as scheduling, preparing materials, and maintaining records to ensure smooth program delivery.
Support program operations through a variety of tasks, including registering new participants, setting up classrooms, tracking attendance etc.
Maintain database integrity through accurate collection of information.
Perform other related duties as required and be flexible to a changing work environment.
On-site support for programs when staff are on vacation or sick leave
Create and maintain reports and files
Identify areas of concern and problem solve regarding administrative responsibilities
Maintain and update computerized files, inventory and database systems
Organize, send, and receive office courier and mail