Administrative Assistant - Settlement Workers in Schools (SWIS)

CDCD; Ajax; On-site; CAD 40,000 - 55,000; Full time

Job summary

A community support organization in Ajax is looking for an Administrative Assistant to provide thorough administrative and operational support. This includes managing communication flows, organizing events, and compiling reports. The ideal candidate will have post-secondary education in Office Administration and a strong ability to manage tasks efficiently while being sensitive to the needs of newcomers. Proficiency in Microsoft Office and experience in a non-profit environment are essential for the role.

Qualifications

• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience in providing administrative support within a team.
• Proficient in data management, reporting, and record keeping.

Responsibilities

• Provide day-to-day administrative assistance to the SWIS team.
• Generate and compile reports as required.
• Assist in organizing events and workshops.

Skills

Organizational skills

Written communication

Verbal communication

Microsoft Office Suite

Teamwork

Cultural sensitivity

Education

Post-secondary education in Office Administration or related field

Tools

Microsoft Teams

Zoom

Canva

Job description

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, .

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.

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 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 clients 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.
• 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.