Program Assistant - SWIS Program (Fixed term)

MOSAIC; New Westminster; On-site; CAD 30,000 - 60,000; Full time

Job summary

MOSAIC seeks a motivated Program Assistant for its Settlement Workers in School Program. This full-time position involves administrative support, client interaction, and event organization. The ideal candidate will have strong communication, organizational, and customer service skills, contributing to the impactful integration and support of newcomers.

Benefits

Competitive benefits package

Career growth training opportunities

Qualifications

• Minimum of two years relevant administrative experience.
• Proficiency in data management and financial transactions.
• Cultural sensitivity and ability to work independently.

Responsibilities

• Perform administrative tasks, respond to client inquiries.
• Assist with organizing events and maintaining records.
• Prepare correspondence and compile statistical data.

Skills

Customer service

Communication

Organizational skills

Attention to detail

Education

Certificate or diploma in business administration

Office management or data analytics

Tools

MS Office 365

Adobe Creative Suite

OCMS database

Job description

MOSAIC operates on the traditional and unceded Coast Salish Territories, the ancestral lands of the sḵwx̱wú7mesh, sel̓íl̓witulh, xʷməθkʷəy̓əm, qiqéyt, sc̓əwaθən məsteyəx, kʷikʷəƛ̓əm, q̓ic̓əy̓, qʼʷa:n̓ƛʼən̓, SEMYOME and Matsqui nations where we are privileged to carry out our mission.

WHY YOU SHOULD WORK WITH US:

MOSAIC is one of Canada’s largest settlement non-profit organizations. Our newcomer services change the lives of immigrants, refugees, and individuals from diverse backgrounds in Greater Vancouver and throughout BC. Since 1976, MOSAIC has worked to strengthen communities by advocating for positive changes and supporting newcomers in building their new lives in Canada. As an employer we are committed to fostering a diverse and inclusive workplace where employees can trust that their skills and contributions are valued. We advocate for and promote equitable employment opportunities for women, Indigenous Peoples, people with disabilities, persons of diverse sexual orientation, gender identity or expression (2SLGBTQI+), and racialized individuals. We have been recognized in the 2019 List of Best Workplaces in Canada (100-999 employees), the 2020 list of Best Workplaces Managed by Women and 2021 List of Best Workplaces in Canada (100-999 employees) by the Great Place to Work Institute. Our employees benefit from many diverse perspectives, taking part in training opportunities for career growth.

Today the organization engages and serves over 26,000 clients per year at 47 service and community locations in Greater Vancouver through a wide range of high-quality settlement and integration programs including services geared towards youth and family, interpretation and translation, language and workplace training, counselling, and employment. As a certified living wage employer and a CARF-accredited organization, MOSAIC is among the country’s largest immigrant-serving organizations and enjoys a superb reputation, a solid financial position, and a hugely compelling mission.

JOIN OUR TEAM!

We are looking for a motivated Program Assistant to join our Settlement Workers in School (SWIS) Program team! Not sure if you're 100% qualified? We encourage you to apply anyway! MOSAIC is an equal opportunity employer. We encourage people from all backgrounds, spaces, and abilities to apply.

POSITION FUNCTION:

• Under the direction of the Manager, the Program Assistant provides support to the program team andclients through effective, timely performance of administrative and clerical duties.

KEY DUTIES AND RESPONSIBILITIES:

• Perform administrative tasks: answer inquiries about the programs/projects; file documents; produce documents and spreadsheets; order office/program supplies and maintain inventory; code invoices; enter/record financial data and other data.
• Assist in organizing events and training sessions; coordinate eventdetails.
• Responding to client inquiries in a timely manner.
• Support clients: register them; maintain client records; provide information/referrals and orientation; additional support asassigned.
• Prepare and/or assist with correspondence, invoices, presentations, publications, marketing, reports, andsurveys.
• Research and compile information and data.
• Maintain and provide statistics on participant progress.
• Maintain client files to properstandards.
  

MINIMUM QUALIFICATIONS:

• Certificate or diploma in business administration, office management, data analytics or a combination of work and appropriate office administration experience.
• Two years' minimum of relevant administrative experience.
• A current and satisfactory Criminal Record Check is required.

DESIRED SKILLS AND QUALIFICATIONS:

• Experience providing administrative or clerical support.
• Excellent customer service skills.
• Strong verbal and written English communication skills.
• Strong organizational and time-management skills.
• Proficiency in MS Office 365 (e.g. Excel, Word, Power Point), MS Teams, Zoom, publishing software (e.g. Adobe Creative Suite), databases (e.g., OCMS), and the ability to operate standard office equipment.
• Bookkeeping experience handling financial transactions
• Proven data management skills and experience
• Strong attention to detail.
• Ability to work independently and in a team environment.
• Tactful, discreet, diplomatic, patient, adaptable, flexible.
• Possesses cultural sensitivity.
• Strong interpersonal skills.
• Excellent judgement in decision-making.

BONUS SKILLS/CERTIFICATIONS:

• Ability to speak Tigrany will be considered an asset, not a requirement.
• A typing speed of at least 45 wpm will be considered an asset.
• Experience working in a non-profit and/or social service will be considered an asset.

HOURS: Fixed Term (until March 31, 2026), Full-time position (35 hours per week), Monday to Friday

The successful candidate must be able to commute to the New Westminster office with occasional travel needed to the Boundary office location at 5575 Boundary Road, Vancouver. This is a fully onsite position.

BENEFITS:

A competitive benefits package is provided with contracts of at least 1 year in length and which offer a minimum of 17.5 hours of work per week.

COMPENSATION: $24.82 - $25.70 per hour

DEADLINE: until June 10, 2025

IMPORTANT NOTES:

• MOSAIC is an equal-opportunity employer. We encourage people from all backgrounds, spaces, and abilities to apply.
• Before applying, you must be legally permitted to work in Canada through citizenship or permanent resident status. If you have a work permit, please ensure that it allows you to work for the duration of this position.
• We are committed to creating a safe and healthy working environment for our employees. MOSAIC employees are expected to adhere to several policies and procedures such asRight to a Respectful Workplace andCode of Conduct. As of September 18, 2023 MOSAIC’s HSS-21 COVID-19 Vaccination Policy is currently suspended. Therefore, until further notice, employees are no longer required to provide a proof of vaccination. However, should circumstances change and MOSAIC deems it necessary to reinstate such Policy in order to ensure a safe workplace, MOSAIC reserves the right to require employees to provide proof of full vaccination against COVID-19 in order to be eligible to continue performing their work duties.