Job Description

Job Title:

Admin Assistant/Intake Worker

Position Type:

Short Term Contract

Hours:

35 Hours/Week

Reports To:

Manager, SWIS Program

Start Date:

ASAP

Position Summary:

The SWIS Administrative Assistant/Intake Worker supports the SWIS team by managing inquiries, coordinating schedules, and maintaining client records with professionalism and cultural sensitivity. This role assists with outreach activities, workshops, and events, while ensuring accurate data entry, organized documentation, and smooth administrative operations. They also provide key support to the SWIS Manager in communications and staff coordination.

Key Responsibilities:

Administrative Excellence

Serve as the first point of contact for internal and external inquiries--via phone, email, and in person--with professionalism, warmth, and cultural sensitivity. Coordinate schedules, appointments, and school-based outreach activities, ensuring everything runs like clockwork behind the scenes. Support the SWIS team by managing databases such as iCARE and OCMS, maintaining client records, and compiling monthly data and program reports. Prepare agendas, take minutes, and follow up on action items from meetings, keeping communication clear and consistent. Assist in planning and delivering SWIS workshops and events by handling logistics, registrations, materials, and post-event documentation. Maintain organized filing systems (both digital and hardcopy), protect client confidentiality, and help streamline administrative workflows across the department. Support the SWIS Manager with administrative tasks including internal communications, staff coordination, and preparation for trainings or presentations.

Qualifications & Requirements:

College diploma in Office Administration, Social Services, or a related field. At least 1 year of administrative experience, ideally in a community or nonprofit setting. Excellent communication skills--both verbal and written--and a knack for engaging with people from diverse backgrounds. Highly proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with iCARE and OCMS is an asset. Strong organizational and multitasking skills, with keen attention to detail and a proactive approach to problem-solving. Ability to work independently and as part of a collaborative team. Respect for confidentiality and understanding of privacy regulations. Comfort and familiarity with multicultural or school environments is a plus. * Knowledge of a second language commonly spoken by newcomer families is considered an asset.