Program Assistant – NAARS Community of Practice

DIVERSEcity Community Resources Society; Surrey; On-site; CAD 30,000 - 60,000; Part time

Job summary

A community support organization in Surrey is looking for a Program Assistant to provide administrative support for its Community of Practice. The role involves meeting coordination, stakeholder communication, and resource development support, requiring strong organizational skills and a background in office administration. This part-time position offers a wage of $25.95 to $29.76 per hour with an emphasis on equity and inclusion, including training and safety protocols for in-office work.

Benefits

Training and equipment for safe work

Focus on equity and inclusion

Qualifications

• Minimum of 2 years’ experience in an office environment.
• Recent experience working in funded settlement and refugee support programs is an asset.
• Fluency in French considered an asset.

Responsibilities

• Schedule and coordinate logistics for all CoP meetings.
• Maintain updated contact lists of CoP members.
• Assist with drafting and formatting working documents.

Skills

Strong English language written and oral skills

Excellent problem-solving ability

Excellent computer and internet skills

Professional telephone manners

Excellent organizational and time management skills

Cross cultural competency

Education

Post secondary training or certificate in Office administration

Tools

MS Office

Excel

Zoom

Teams

Job description

Job Title:Program Assistant – NAARS Community of Practice

Status:Regular, part -Time (Union position)
Hours:21hours per week
Schedule: Monday to Friday, three days per week (TBD), 7 hours per day, from 9:00 AM to 4:30 PM.
Grid:10
Wage:$25.95 per hour - $29.76 per hour (Starting $25.95 per hour)

Vacancies:1

Start Date: ASAP
End Date:April 30, 2028

Date Posted:August 13, 2025
Closing Date:Open until filled

Please note that internal applicants must apply byAugust 21, 2025.Internal applications received after this date will not be considered as internal and seniority will not apply as position will remain open until filled.

The Opportunity

The Program Assistant is responsible for all administrative duties related to the Community of Practice. These duties primarily include data collection, reporting, record keeping and overall providing logistical, coordination, and administrative support to ensure the Consultant can focus on strategic leadership and stakeholder engagement.

Key Responsibilities:

1. Meeting & Event Coordination

• Schedule and coordinate logistics for all CoP meetings (virtual and in-person)

• Prepare and distribute meeting invitations, agendas, minutes, and supporting documents

• Ensure all tech (Zoom links, calendar invites, shared folders) is functioning smoothly

• Support logistics for in-person meetings (venue, catering, materials, sign-in sheets)

2. Stakeholder Communication & Engagement

• Maintain updated contact lists of CoP members and other stakeholders

• Draft and send out communications (reminders, updates, follow-ups) on behalf of the Consultant

• Respond to routine inquiries from CoP members and partners, triaging to the Consultant as needed

3. Resource Development Support

• Assist with drafting and formatting working documents for assessment tools, referral guides, and onboarding materials

• Track revisions and stakeholder feedback for documents under development

• Liaise with the design consultant to coordinate formatting, layout, and translation needs

4. MOU & Document Tracking

• Help manage the administrative process of MOU development and signing (e.g., circulating drafts, logging versions, tracking signatories)

• Maintain version control and ensure timely follow-ups with partners

5. Equity & Inclusion Integration

• Ensure materials being developed are accessible and inclusive (e.g., plain language, translation, formatting needs)

• Flag gaps or considerations from an equity or GBA+ lens for the Consultant to address

6. Monitoring & Documentation

• Maintain a master workplan and timeline for CoP deliverables, tracking key milestones and due dates

• Organize and file meeting notes, feedback forms, stakeholder inputs, and final resources

• Support the preparation of progress updates and narrative summaries for IRCC reporting

Qualified candidates will possess:

• Post secondary training or certificate in Office administration and a minimum of 2 years’ experience in an office environment

• Recent relevant experience working in administration in funded settlement and refugee support programs and/or non-profits an asset

• Strong English language written and oral skills; fluency in French considered an asset

• Excellent problem-solving ability, communication skills, discretion and judgement

• Excellent computer and internet skills (advanced knowledge of MS Office, Excel and other databases, Zoom, Teams) with a typing speed of 50 WPM

• Competency with office equipment, procedures and business communication

• Professional telephone manners and good interpersonal skills

• Ability to work cooperatively within a team

• Excellent organizational and time management skills

• Exhibits cross cultural competency.

A Criminal Record Check is a requirement of employment.

Please note that we currently have staff on the recall list. If an applicant on the recall list applies to this vacancy, the provisions under Article 13.5 "Recall" of the Collective Agreement will apply and we will not consider internal applications from those with less seniority.

APPLICATION REQUIREMENTS:

To apply, please upload yourresumeandcover letteras 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 visitwww.dcrs.ca/work-with-us/.

Additional Information:

his position is based in our Surrey office and is "in-person" services. DIVERSEcity has implemented new safety procedures for in-office and in-person work, to view our safety plan, please visit https://www.dcrs.ca/news/diversecity-re-opening-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 ([e-mail]). 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.