Program Assistant

QMOSAIC operates on the traditional and unceded Coast Salish Territories, the ancestral lands of the sḵwx̱wú7mesh (Squamish), sel̓íl̓witulh (Tsleil-Waututh), xʷməθkʷəy̓əm (Musqueam), qiqéyt (Qayqayt), sc̓əwaθən məsteyəx (Tsawwassen), kʷikʷəƛ̓əm (Kwitwetlam), q̓ic̓əy̓ (Katzie), qʼʷa:n̓ƛʼən̓ (Kwantlen), SEMYOME (Semiahmoo) 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.

JOIN OUR TEAM!

We are looking for a motivated Program Assistant to join our Social and Civic Engagement team!

POSITION FUNCTION:

Under the direction of the Coordinator, the Program Assistant provides support to the program team and

clients through effective, timely performance of administrative and clerical duties.

KEY 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 event details.
• Support clients: register them; maintain client records; provide information/referrals and orientation; additional support as assigned.
• Prepare and/or assist with correspondence, invoices, presentations, publications, marketing, reports, and surveys.
• Research and compile information and data.
• Maintain and provide statistics on participant progress.
• Maintain client files to proper standards.

MINIMUM QUALIFICATION:

• Certificate or diploma in business administration, office management, or a combination of work and appropriate office administration experience.
• Current and satisfactory Criminal Record Check required.

DESIRED SKILLS AND QUALIFICATIONS:

• Experience providing administrative or clerical support.
• Excellent customer service skills.
• Strong interpersonal and written communication skills.
• Strong organizational and time-management skills.
• Ability to work independently and in a team environment.
• Proficiency in MS Office 365, MS Teams, publishing software, databases, and the ability to operate standard office equipment.
• Tactful, discreet, diplomatic, patient, flexible and possesses cultural sensitivity and excellent judgement in decision-making.
• Strong attention to detail.
• Data-entry skill.

BONUS SKILLS/CERTIFICATIONS:

• Ability to speak a second language will be considered an asset.
• Typing speed of at least 45 wpm will be considered an asset.
• Experience working in a non-profit and/or in social services will be considered an asset.

HOURS: Full-time position (35 hours per week) until March 31st, 2025.

The successful candidate may be permitted to work a hybrid work model (combination of in-office and remote work).

The candidate must be able to work flexible working hours including some evenings and weekends.

Must be able to commute to Boundary office in Vancouver.

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.

DEADLINE:

Until the position is filled.

IMPORTANT NOTES:

• 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 as Right to a Respectful Workplace and Code 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.