(Term – 9 month, Full-time - 37.5 hours/week)
POSITION PURPOSE AND SUMMARY
Under the supervision of the Director of Programming, the Program Assistant (PA) has primary responsibilities for the administrative support, logistics, planning, and coordination provided to or on behalf of the Director. The PA is an administrative professional that is resourceful, efficient and detail-oriented with exemplary administrative and communication skills. They are extremely organized, experienced with coordinating meetings, events and small projects, and are a whiz at keeping things on track and always meeting deadlines. The ideal candidate must be able to multi-task and work in a fast-paced and busy environment. The PA will provide seamless support to the fundraising and reporting requirements across programs through assistance with grant writing and reporting, data collection, and acting as the iCARE point person for the organization.
Principal accountabilities include the following areas:
Program & Administrative Support (55%)
- Assist Director with logistics for program and organizational needs
- Support the broader Senior Management team as required
- Provide administrative support to the Director of Programming, including printing, photocopying, filing, setting up and maintaining binders, etc.
- Take on mini-projects involving research and/or compiling and presenting data and recommendations (e.g., pulling together policy examples for a specific program, surveying staff / partner agencies to inform decisions, organizing management and senior management marathons, etc.)
- Support and develop organizational/administrative systems for Director and senior management as needed
- Draft and/or proofread internal reports and communications
- Independently complete time sensitive projects
Funding & Reporting Support (25%)
- Assist with coordination of iCARE narrative reports and other reporting requirements specific to IRCC
- Work with Directors to ensure all reporting deadlines are met by programs, including assisting with drafting and / or proofreading submissions
- Compile grant research
- Liaise with directors and management team to support ongoing fund development activities machinery
Records Management (15%)
- Assist with input and coordination of data entry into iCARE and other databases as required
- Assist in collection, storage and management of participant or tenant records
- Organize and maintain hard copy and computerized information filing systems for programs as requested
Team & Interdepartmental Support (5%)
- Attend IRCOM staff meetings, team meetings and other project related meetings as requested
- Follow IRCOM policies and procedures
- Other duties as assigned
- Post-secondary education in business administration, community development, or a relevant field
- Exceptional written and verbal communications skills, proven ability to prepare reports and documents for a wide range of audiences
- Meticulous organizational skills and the ability to prioritize work
- High level of diplomacy and well-developed ability to think critically and make informed decisions
- Demonstrated experience working in a very fast paced, multi-tasking programenvironment
- Demonstrated commitment to community programming and/or newcomer settlement services
- Ability to work as a team player as well as take initiative and work with minimal supervision
- Thorough knowledge of administrative and clerical procedures
- Proficient in use of Microsoft Office applications
- Present a current Criminal Record Check and maintain a clear Child Abuse Registry Check
- Demonstrate the qualities and values IRCOM seeks for all our staff (see http://www.ircom.ca/about- us/employmentopportunities/ )
- Prior experience assisting with front line settlement sector programming
- Prior experience assisting with children and youth programming
- Prior experience with iCARE reporting
- Fluency in additional languages
Schedule: Office hours are generally 9 a.m. to 5 p.m., Monday to Friday. Evening or weekend hours will be regularly required.
Term: This is a 9 month, full-time position with possibility of term extension.
Application Process: All applicants must be legally entitled to work in Canada.
Employment Equity is a factor in selection. Applicants are requested to indicate in their covering letter or résumé if they are from any of the following groups: women, Indigenous people, refugees, immigrants, visible minorities and/or persons with a disability.
For further information, or to apply for this position please use the contact information below. When applying, please note that your cover letter and résumé must clearly indicate how you meet the qualifications.
Applications must be submitted by 12 pm, noon on Monday, June 29 to:
HR - Selection Committee
95 Ellen Street
Winnipeg, Manitoba R3A 1S8
Email: hr at ircom.ca
We thank all who apply and advise that only those selected for further consideration will be contacted.