Administrative Assistant Job at COSTI Immigrant Services
Duties:
- Greets visitors/clients/employers; answers in-person and via telephone, email, and screens and directs calls.
- Provides administrative and clerical support to the clients and other programs at the Centre.
- Schedules appointments for clients.
- Provides general information to clients and the public.
- Screens and refers clients to appropriate internal or external services.
- Registers current and potential clients for information sessions and job fairs (phone/walk-ins/emails)
- Registers clients into COSTI programs, screens them and enters their data in, CaMS and the Centre’s own developed database systems in a timely and accurate fashion.
- Data entry of programs’ clients using CIS, CaMS and the Centre’s own developed database systems.
- Reviews and ensures timely distribution and follow-up of all client referrals and assigns clients to Employment Consultant as per center’s rotation list.
- Maintains an MS Excel operational spreadsheet to ensure accuracy of program funds.
- Ensures accurate and timely input of client, employer and supplier data using Access, Excel, CIS, Google Drive, WebApps and CaMS.
- Prepare graduation certificates and organize all activities of graduation day events.
- Assists Program Manager in compiling and analyzing client and LMI data. Track and store all statistics digitally.
- Assists with the marketing of the programs and provides assistance in creating/preparing/editing/proofreading/copying of flyers, brochures, signs, PowerPoint presentations, certificates, thank you notes, forms, and other materials as required.
- Assists Centre administrative team to cover reception at lunch, breaks as required.
- Prepares and compiles statistical reports on a monthly, quarterly and yearly basis.
- Assists with updating clients’ files and information in data base systems.
- Maintains accuracy of the client’s hard copy and electronic files.
- Orders and maintains office inventory; assists with preparing service invoices and coordinate weekly interoffice courier.
- Assists with organizing administrative tasks to ensure the smooth operation of program.
Qualifications:
- Community College Office Assistant Certificate or equivalent.
- Minimum 18 months experience providing administrative support.
- Advanced knowledge of Microsoft Office Suite, Internet, email and Desktop Publishing is essential with a focus on data entry and tracking of information through Excel.
- Demonstrated knowledge of administrative and public relations skills.
- Experience working with newcomers, and immigrants.
- Experience in scheduling, organizing breakout rooms and moderating virtual meetings in Zoom and proficient in MS Teams.
- Verbal and written fluency in English is required.
- Ability to communicate in another language would be an asset.
- Must be fully vaccinated or be exempt from vaccination on human rights grounds. COSTI reserves the right to require information establishing the validity of the exemption.
Location:
3100 Rutherford Road, Suite 102, Vaughan/ 10 Gillingham Drive, Suite 300,Brampton
Duration of Position:
January 9, 2023
Starting Salary Range:
$42,336 to $ $45,562 per annum + benefits
Posting Date:
2022-12-12
Closing Date:
2022-12-23
Notes:
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.
Priority consideration will be given to those on Notice of Recall. Qualified candidates are invited to submit their resumes and cover letters as one file quoting reference #283-22 to the below link: https://creg.costi.ca/ui/hr/resume.aspx?refno=283-22
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