Job Description

Job Title:

Program Assistant - Language and Childcare Programs (Full-Time, 1.0 FTE)

Reports to:

Coordinator, Language Programs and Coordinator, CBCNC

Hours of Work:

37.5 hours per week

Location:

Calgary, Alberta

Work Setting:

Office/Classroom/Community-based; occasional travel required

Job Purpose

The Program Assistant - Language and Childcare Programs provides administrative and operational support to the Language Instruction for Newcomers to Canada (LINC) and Community-Based Care for Newcomer Children (CBCNC) programs. This role plays a key part in ensuring effective service delivery, seamless coordination, and compliance with funding requirements. The successful candidate will collaborate with program teams, instructors, clients, childcare providers, and external partners to support client success in both language learning and childcare access.

Key Responsibilities: Client Support & Program Delivery

Conduct intake and eligibility assessments for LINC and CBCNC clients Support clients with onsite registration for LINC classes and childcare services Assist clients with informed decision-making about childcare options and program expectations Maintain communication with students regarding attendance and engagement Address client concerns and provide appropriate referrals to other support services

Administrative Duties

Manage student and childcare provider records, attendance tracking, waitlist updates, and data entry in internal databases (e.g., CHAD) Create and maintain accurate documents and reports for both programs Distribute payments to childcare providers and manage invoicing documentation Respond to email, phone, and in-person inquiries within one business day Coordinate logistics for program activities: orientations, field trips, PD days, room bookings, and promotional events Follow up with waitlisted clients every 90 days to update application status

Communication & Coordination

Work closely with program administrators, instructors, and childcare providers Ensure consistent and professional communication across all stakeholders Support outreach activities and provide interpretation/translation services when needed

Key Performance Indicators

90% of CBCNC participants report satisfaction with services 80% of CBCNC participants remain enrolled for at least 3 months Children placed with childcare providers before the first week of each month All inquiries responded to within 1 business day

Qualifications & Requirements

Post-secondary diploma or degree in Business Administration, Office Administration, ESL, or a related field Previous administrative experience in a multicultural, client-facing setting Proficiency in Microsoft Office Suite (especially Excel) and data management systems Strong organizational skills and attention to detail Excellent interpersonal and communication skills (verbal and written) Ability to maintain confidentiality and follow FOIP regulations Fluency in an additional language is an asset Knowledge of Canadian Language Benchmarks and early childhood care services is a plus Valid Class 5 Driver's License and access to a reliable vehicle preferred

Working & Physical Conditions

Office and classroom environment; some travel within the city required Occasional weekend or evening hours Must be able to lift items up to 20 lbs and assist with setup at events


Job Types: Full-time, Fixed term contract
Contract length: 8.5 months

Pay: $46,500.00-$48,000.00 per year

Benefits:

Company events Disability insurance Discounted or free food On-site childcare On-site gym On-site parking Paid time off Vision care
Schedule:

8 hour shift Day shift Monday to Friday
Application question(s):

Do you have advance knowledge of MS office functions?
Experience:

Administrative: 2 years (required)
Work Location: In person