Program Assistant (Mandarin and/or Cantonese speaking)

Job Number: 11748
Location: Tri-Cities Region (BC)
Contact: Kumiko Koike
Close Date: 2019-08-27


Title: Program Assistant – Mandarin and/or Cantonese speaking

Program: S.U.C.C.E.S.S. Immigrant Settlement and Integration Program

Nature: Full-time (35 hours/week)

Number of Positions: 1

Salary: $16.00 to $18.55/hour (depending on qualifications and experience)
Location: Tri-Cities Region

About the Position:

The Program Assistant (PA) is responsible for program delivery support to students and clients. The PA liaises between students, clients, staff and community stakeholders.

The PA is responsible for finance administration support to support Regional Manager to ensure all program expenses and claims manage properly. The PA answers visitors and client inquiries about Site Services and S.U.C.C.E.S.S., directs visitors and clients to appropriate contacts, assists clients in filling out registration forms, sorts mail, answers incoming calls, and arranges appointments for guests and clients to meet with staff.

Reports to: Settlement Coordinator and Language Lead

Key Duties and Responsibilities:

·       Responds to enquiries regarding programs and activities available for newcomers.

·       Provides quick information to phone-in and drop-in clients.

·       Addresses immediate individual student or client needs, including making referrals to Settlement workers and community resources.

·       Advises Program Leads of emergent trends in needs.

·       Compiles program statistics for program evaluation.

·       Maintains office and classroom supplies to ensure program functioning.

·       May provide translation & interpretation help as and when required

·       Arranges room booking, physical set up for service delivery.

·       Produces and disseminates copies of resources for distribution to newcomers.

·       Stocks up on bulk deliveries of community / government printed materials (i.e. IRCC Welcome to Canada guidebook, government publications, etc) for distribution to clients.

·       Coordinates and maintains office equipment for client service delivery and facility needs.

·       Performs client data input e.g. iCARE, where necessary.

·       Records program improvement action items in team meetings.

·       Assists the Program Lead(s) as needed.

·       Greets drop-in clients and directs them to the appropriate services of staff.

·       Answers phones and directs inquiries as well as takes messages.

·       Answers basic questions about S.U.C.C.E.S.S.

·       Assists clients with completing registration forms and distributes immigration forms and information booklets to newcomers.

·       Books appointments for S.U.C.C.E.S.S. Settlement staff

·       Performs tasks and projects as assigned by Leads.

Language, if applicable:

·       Assists clients to apply to the Language Assessment Centres.

·       Registers new and returning students and manages individual student breaks and exits.

·       Maintains wait lists, attendance sheets, student records, forms & tests.

·       Advises clients of alternative programs for continuing their studies.

·       Contacts students for class start or those who have been absent.

·       Helps coordinate the progression of students between classes.

·       Writes letters for students who need proof of attendance.

·       Generates certificates and/or report cards for students needing proof of language proficiency for applying for citizenship.

Settlement, if applicable:

·       Registers clients for workshops, group sessions and community connections, etc.

·       Recruits and supports volunteers (as necessary) to assist with activities related to program delivery.

·       Manages volunteer transportation allowance.

·        Assists client outreach activities as and when required.

·        Coordinate and train volunteers

Qualifications and Experience:

  • Post-Secondary Education
  • Experience working with finance with diverse clientele
  • Experience working with diverse clientele
  • Knowledge of resources for newcomers
  • Experience in multi-lingual, inter-cultural workplace an asset
  • Office Administration Experience an asset

Job Skills and Abilities:

  • Strong verbal and interpersonal communication skills in person and over the phone
  • Detail oriented, highly organized and able to respond quickly to new or changing work demands
  • Proficient with MS Office programs such as Word, Excel and Outlook
  • Able to work independently and a demonstrated team player
  • Good verbal and written English and second language in Mandarin and/or Cantonese is an asset
  • Sensitive and respectful of the dignity of all people
  • Able to relate to different personalities, age groups and cultures in a variety of situations.
  • Able to handle things in a discreet and confidential manner
  • Able to observe and react appropriately to adverse situations
  • Professional in manner and appearance
  • Reliable, Efficient, excellent time management
  • Able to assist with finance management
  • Ability to speak and write a second language an asset
  • Understanding of the social services field

Other Requirements:

  • May work at various offices/sites from time to time
  • May include weeknight and weekend duties
  • Clear criminal record check

Additional Information:

  • S.U.C.C.E.S.S. embraces diversity and encourages all qualified applicants to apply
  • Interested candidates please apply by sending a cover letter and resume before 5:00 pm, on Tuesday, August 27, 2019 by email to [email protected]
  • Resume and cover letter should not be longer than 3 pages
  • While we appreciate all applications, only those selected for an interview will be contacted