109-26: LINC Administrative Assistant

COSTI; Vaughan; On-site; CAD 51,000 - 53,000; Full time

Job summary

COSTI is hiring a full-time LINC Administrative Assistant in Vaughan, Ontario. This in-person role is 35 hours per week, Monday to Friday, 8:30 am–4:30 pm, with a MAT leave coverage context.

The incumbent provides admin support for LINC services, manages reports, registrations, finances, outreach materials, and liaison with assessment centres and community partners. Strong MS Office, CIS, HARTS, and iCARE skills are required.

Qualifications

• Experience using MS Teams.
• Knowledge of Google Drive and Google Classroom.
• Advanced knowledge of MS Word, Excel, Internet and email.
• High school graduation or equivalent and at least 3 years office experience.
• Experience working in the LINC Program would be an asset.
• Excellent written and oral communication skills.
• Excellent administrative skills; typing speed of 40 words per minute is essential.
• Knowledge of CIS, HARTs and iCARE.
• Ability to speak any second language other than English would be an asset.

Responsibilities

• Provides administrative and secretarial support to the in-person services of the LINC program.
• Verifies, compiles, corrects and types statistical reports.
• Manages LINC program waiting list.
• Keeps track of program’s expenses, completes center purchases, completes financial claims and payment requests, maintains income and expenses tracking system, manages petty cash, and provides regular updates to the program manager on program finances.
• Prepares and types letters, documents and certificates required in the operation of the LINC program.
• Creates, organizes and maintains operational files online and in hard copies where needed.
• Liaises with assessment centres for client intake assessment and placement.
• Communicates with Welcome Centre and community partners for client referrals.
• Responsible for client registration and completes new client registration on COSTI’s CIS.
• Supports staff’s access to system applications, digital platforms and equipment, virtual conferencing tools and Learning Management System.
• Supports new client’s access to virtual conferencing tools and prepares clients for attendance in virtual classes.
• Contacts and updates supply instructors’ information and availability.
• Assists LINC Instructors and manager in arranging a supply instructor on a short notice.
• Collects and inputs client data into iCARE, HARTs, COSTI’s CIS and Welcome Centre systems.
• Creates, maintains and close courses on iCARE, HARTS and CIS systems.
• Prepares materials for program outreach via multiple media including web postings and social media. Reviews and updates program information on the web.
• Orders office supplies as required.
• Screens students for bus ticket eligibility and manages bus ticket distribution and tracking.
• Maintains inventory of program materials and supplies.
• Performs other administrative duties as required.
• Assists with reception duties at the Welcome Centre as required.

Skills

MS Teams

Google Drive

Google Classroom

MS Word

MS Excel

Tools

MS Teams

Google Drive

Google Classroom

MS Word

MS Excel

Job description

Scheduled Weekly Hours: 35

Union: No

Duration: November 2, 2026-April 28, 2028

Job Description

This is a full-time Union position scheduled to work 35 hours (in-person)

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

(*Current Incumbent is on MAT Leave)

The above-listed position is subject to layoff for 7 weeks during program closure in summer.

DUTIES

• Provides administrative and secretarial support to the in-person services of the LINC (Language Instruction for Newcomers to Canada) program.
• Verifies, compiles, corrects and types statistical reports.
• Manages LINC program waiting list.
• Keeps track of program’s expenses, completes center purchases, completes financial claims and payment requests, maintains income and expenses tracking system, manages petty cash, and provides regular updates to the program manager on program finances.
• Prepares and types letters, documents and certificates required in the operation of the LINC program.
• Creates, organizes and maintains operational files online and in hard copies where needed.
• Liaises with assessment centres for client intake assessment and placement.
• Communicates with Welcome Centre and community partners for client referrals.
• Responsible for client registration and completes new client registration on COSTI’s CIS.
• Supports staff’s access to system applications, digital platforms and equipment, virtual conferencing tools and Learning Management System.
• Supports new client’s access to virtual conferencing tools and prepares clients for attendance in virtual classes.
• Contacts and updates supply instructors’ information and availability.
• Assists LINC Instructors and manager in arranging a supply instructor on a short notice.
• Collects and inputs client data into iCARE, HARTs, COSTI’s CIS and Welcome Centre systems.
• Creates, maintains and close courses on iCARE, HARTS and CIS systems.
• Prepares materials for program outreach via multiple media including web postings and social media. Reviews and updates program information on the web.
• Orders office supplies as required.
• Screens students for bus ticket eligibility and manages bus ticket distribution and tracking.
• Maintains inventory of program materials and supplies.
• Performs other administrative duties as required.
• Assists with reception duties at the Welcome Centre as required.

QUALIFICATIONS

• Experience using virtual meeting tools such as MS Teams
• Knowledge of Google Drive, Google Classroom and other digital equipment such as projectors, digital whiteboards and meeting tools.
• Advanced knowledge of MS Word, Excel, Internet and email.
• High school graduation or equivalent and at least 3 years office experience.
• Experience working in the LINC Program would be an asset.
• Excellent written and oral communication skills.
• Excellent administrative skills, typing speed of 40 words per minute is essential.
• Knowledge of office procedures, capable of meeting timelines.
• Demonstrated ability to work in a team-oriented environment.
• Excellent customer service skills and sensitivity towards educational needs of newcomers.
• Knowledge and experience in using CIS, HARTs and iCARE.
• Ability to speak any second language other than English would be an asset.

Please note that a written and technical assessment will be administered to demonstrate both written and planning skills as well as proficiency with MS Office applications and Outlook at an advanced level.

Pay Range

$50,796.51-$53,256.50 plus Benefits

COSTI encourages applications from individuals reflecting the diversity of our community. COSTI is committed to fair and accessible employment practices and when requested, will make reasonable effort to accommodate people with disabilities during the recruitment and assessment processes when filling positions.