Nature and Scope of Job Role:
The Settlement Program Administrative Coordinator is an exciting new role at Little Mountain Neighbourhood House Society (LMNHS) providing administrative support to program leads across all settlement programs and sites, LINC, Settlement and Childcare and Settlement Program Director as well as developing and maintaining effective systems for information gathering and sharing across Settlement programs, between Settlement and other Neighbourhood House Programs and between Settlement Programs and external partners. Working within a diverse team, the Settlement Program Administrative Coordinator will support with the development and implementation of the LMNHS Settlement Dashboard development and implementation as well as provide general administrative support for all settlement lead positions (LINC Teacher Lead, Settlement Supervisor, LINC operational Coordinator, LINC Childcare lead and Director of Settlement) to realize goals of the LMNHS Settlement Program in meaningful and sustainable ways.
The Settlement Program Administrative Coordinator must have exceptional organizational and communication skills as well as a commitment to the LMNHS organizational goals. The person in this position will be energetic, creative and collaborative individual seeking to make a difference in the community. The administrative coordinator will be as comfortable with day-to-day basic administrative tasks, as assessing and improving overall administrative systems across settlement program areas and departments. LMNHS is a busy, diverse, community driven organization comprising 5 key service areas: Childcare; Family Resources and Community; Seniors; Settlement; Children and Youth, with over 80 regular team members, located at 25 sites across our catchment area.
Duties and Responsibilities:
LINC Program Support:
Provide support to LINC operations coordinator and LINC Lead Teacher and coverage for the administrative aspects of these positions during program breaks. Respond to program inquiries and provide information about LINC programs and language learning-related matters in a timely and professional manner.
- Contact absent students and collaborating with the settlement team to support effective referrals/support.
- Notify students for pick-up for progress reports/certificates or other documents.
- Compile, assess, and enter LINC client service data onto LMNH Settlement Dashboard.
- Prepare monthly attendance sheets and update as needed.
- Generate study proof letters for LINC students.
- Provide financial and service deliverables tracking support for all program deliverables.
- Assist with statistical reports and generate client data, as needed.
- File and retrieve records, documents, and reports.
- Compile and review quality of client outcomes and satisfaction evaluations.
Provides administrative support to the LINC team in the delivery of program activities such as classes, workshops, orientations, and other group-based activities.
- Assist with all administrative tasks, as needed.
- Perform other duties as assigned by LINC Operations Coordinator.
Development and Implementation of LMNHS CRM
Primary contact and liaison for LMNHS settlement team with ARC Technologies and staff to continue to develop and trouble shoot issues with LMNHS Settlement Dashboard to ensure accurate and effective reporting in ICARE as well as improved Case Management for all settlement clients.
- Research data to prepare documents and reports for review and presentation.
Provide staff and program leads with support and training (after receiving training by ARC) to ensure effective implementation of LMNHS Settlement Dashboard.
Settlement Program Promotion and Communications (Internal and External)
Promotion of LMNHS Settlement services internally and externally (outreach to LINC assessment centres, and sending out bulk emails/texts), working with Communications Coordinator to support strong promotion of Settlement programs.
Supporting with set up of staff training or big events coordination: time, space, food.
- Develops tracking systems, forms and templates for future events.
Collaborate with Volunteer coordinator to support meaningful participation of volunteers in our events.
Support in event operations, event implementation, and troubleshoot emerging issues as needed.
Ensure services align with IRCC planned activities and that all IRCC deliverables are met and documented.
General Administrative and Administrative Systems Improvement:
Provide general administrative support to all settlement leads and settlement director.
Work with leads to create effective administrative systems across settlement department including development of new systems and tools for emerging programs.
- Welcome and register students, updating data onto the dashboard.
- Order program supplies and materials.
Support in preparing/writing contracts, invoices and job descriptions and postings. Circulate postings through appropriate channels.
- Assisting in meetings, setting up technology and taking notes.
Assist in promoting and distributing LMNHS event tickets and membership cards.
Qualifications and Skills:
- A combination of education and experience in related fields.
- A minimum of one years’ experience in an administrative assistant role.
- Experience maintaining and working with databases.
- Demonstrated sensitivity to the needs of adult immigrants and refugees.
Demonstrate a high level of organizational, administrative, and customer service skills.
- Detail-oriented while managing multiple tasks at once.
Demonstrated proficiency in the use of computers and various software applications, including Microsoft Office programs, fundraising software, Social Media platforms, Photoshop, Canva, client database software, and electronic record keeping in a client-services setting.
- Experience with is an asset.
- Excellent verbal and written communication skills.
- Proficiency in an additional language an asset.
Take initiative and manage time effectively in a fast-paced changing environment - comfort working within tight deadlines and with great attention to detail.
- Excellent interpersonal and communication skills, oral and written.
Ability to respect and work in a culturally sensitive way with a diverse range of employees, participants and community members including children, youth, adults and families of all races, religions, cultures, sexual orientations, statuses, abilities and economic levels.
- Commitment to diversity, equity, inclusion and building a sense of belonging.
Ability to work flexible hours to occasionally accommodate special events, training provision, onboarding, etc. (i.e. weekend trainings, annual community events, neighbourhood house special events, etc.).
- Co-op and Practicum Placements and Volunteers.
- Project specific consultants / contractors.
- $25 - 29 per hour, 28 hours per week.
Applications due February 5th with rolling interviews scheduled throughout. Please send your cover letter and resume to: Diane Wilmann (firstname.lastname@example.org)
Thank you for your interest in Little Mountain Neighbourhood House. Only short-listed candidates will be contacted. Little Mountain Neighbourhood House is an Equal Opportunity employer.