Job Description

PROGRAM ASSISTANT

Permanent, Full-Time (37.5 Hours/week) Position

WHAT IRCOM OFFERS:

A warm, fun and supportive work community

An incredibly diverse workplace that is committed to staff wellness and inclusion

A staff team passionate, committed and unified in supporting the settlement of newcomer families

An inner-city organization committed to Truth and Reconciliation

A family-friendly organization with a comprehensive benefits package

A place where you can make a difference and feel the rewards of your work on a daily basis

CANDIDATE PROFILE:

The Program Assistant is:

experienced in all aspects of office administration, scheduling, purchasing, organizing, etc.

highly skilled at communicating in person, via email, phone, posters and writing documents

an accomplished and flexible multi-tasker, able to prioritize tasks amid competing demands

an individual who enjoys and excels at customer service

confident in representing the values, mission and services of IRCOM to all guests

skilled in using Microsoft Office, business machines, and data management software

a continuous learner, committed to excellence in teamwork

POSITION PURPOSE AND SUMMARY:

Guided by the vision, mission, and values of the Immigrant and Refugee Community Organization of Manitoba Inc., the

Program Assistant

provides support to IRCOM programs by;

Welcoming visitors, program participants and tenants and addressing their immediate needs when offices are open to the public,

Assisting Tenancy Services, Facilities, After School Programs, Child Care Program, Community Resource Programs, Newcomer Literacy Initiative, Volunteer and Community Engagement Programs, and others,

Facilitating provision of coordinated services and programs across the organization, and

Supporting programs in tenant and participant data entry,

This role works in cooperation with all program staff to meet the newcomer community's settlement needs. The

Program Assistant

will exhibit and uphold IRCOM's core values of integration, diversity, advocacy and empowerment, and they will work in a way that is people-centered, holistic and partnership based.

With the support and supervision of the Office Manager, the Program Assistant will fulfill the following:

Program and Executive Support (50%)

Answer, screen and forward all incoming phone calls to correct departments by maintaining phone systems switch board, and assist with general inquiries. Place outgoing calls as necessary.

Welcome and assist all office visitors, ensuring a safe and clean reception area when offices are open to the public

Assist program participants and staff by completing program registration forms, providing reminders regarding upcoming events, explaining program criteria, etc.

Assist coordination between tenants and the Early Childhood Development Hub if working from our Isabel site

Answer Tenancy Services related questions from prospective tenants, share application information and housing eligibility rules, refer to external housing partners for additional options beyond IRCOM House

Develop and implement efficient administrative procedures to assist in registration, scheduling priorities, space requirements and other community resources in collaboration with other programs

Develop, edit and circulate internal staff newsletter

Assist the Office Manager with logistics for program and organizational needs

Provide support to the Senior Management team from time to time as required

Provide support to the Executive Director from time to time as required

Program Planning Support (20%)

Organize, schedule and prepare program planning spaces for meetings, ensuring they are safe, clean, and welcoming to staff and guests

Assist with booking and coordination of payment for interpreters

Ensure program support supplies and food products are accessible and well- maintained

Facilitate safety of participants, volunteers and staff by following security procedures and by monitoring and controlling front door access

Develop and assist in implementing new support procedures in collaboration with supervisor

File, photocopy, scan, fax, collate, mail letters/packages, and prepare program reports and meeting minutes as needed or directed

Collaborate with Managers and programs to identify activities to share vision, stories, and the future of IRCOM

Records Management (20%)

Maintain staff and visitor logs for anyone on-site at IRCOM

Maintain sanitation check-lists and schedules for IRCOM offices and program spaces

Enter participant information into data management software as required

Assist in collection, storage and management of participant or tenant records

Ensure participant and organizational hard copies and digital information are accurately filed

Assist in maintaining hard copy and computerized information filing systems for programs

Maintain up-to-date internal and external contact lists for various groups, i.e. participants / tenants, program waitlists, and staff

Ensure information boards (i.e. media wall, bulletin boards, signage) are accurate & current

Information Technology Assistance (10%)

Assist the Office Manager in supporting participants & program staff in use of technologies (phone, copier, projector, computers, etc.) as required

Assist program staff with accessing the Customer Relations Management Database

Monitor website and other media for accuracy and currency of information available to participants and the community

Monitor the info@ircom.ca email account and share information as required

REQUIRED QUALIFICATIONS

Minimum 2 years administrative experience

Post-secondary education in a relevant field such as Business Administration

Extensive computer experience with Microsoft Office applications (Outlook, Teams, Excel, PowerPoint, Word) and databases

Superior customer service skills, attitude and experience

Meticulous organizational skills and the ability to prioritize work amid competing demands

Exceptional written and verbal communications skills, proven ability to deliver relevant and consistent messaging with demonstrated creativity.

Demonstrated experience working in a very fast paced, multi-tasking program environment

Ability to work as a team player as well as take initiative and work with minimal supervision

Thorough knowledge of administrative, clerical procedures and operation of business machines

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 (seehttp://www.ircom.ca/about-us/work-here)

DESIRED QUALIFICATIONS:

Valid Class 5 Driver's license

Prior experience assisting with settlement sector programming

Additional language skills

1st Aid/CPR certification

Food Handler Certificate

Hours of work:

This is a full-time, 37.5 hours per week permanent position. The primary work schedule will be from 9:00 am - 5:00 pm, Monday to Friday at either the Ellen or Isabel location.

Wage

: $20.96/Hour

This is a scheduled position with wage in accordance with the Collective Agreement between the Immigrant and Refugee Community Organization of Manitoba Inc. and the United Food and Commercial Workers Local 832.

Benefits

: Comprehensive benefits package with extended health, dental, LTD, Life and AD&D insurance

Paid sick and discretionary time, 3 flexible statutory holidays/year

Paid winter shut down

Registered Retirement Savings Plan contributions after 1st year

Collaborative, family-friendly and supportive working environment

Application Information and Process:

All applicants must be legally entitled to work in Canada.

IRCOM seeks to reflect the communities it serves. We are committed to providing an inclusive, accessible, respectful workplace that strives for employment equity. Interested applicants can identify themselves as belonging to any under-represented groups including women, Indigenous peoples, racialized peoples, and/or persons with a disability.

To apply please send a cover letter and resume to the following, and please indicate clearly how you meet the qualifications.

Review of applications will begin on Wednesday, May 27, 2025

and continue until the position has been filled

.

HR - Selection Committee: kathlenem@ircom.ca

We thank all applicants for their interest. Only those advancing in the selection process will be contacted. If you require accommodation at any stage of the hiring process (including alternate formats of materials, accessible meeting rooms or other accommodation), please let us know and we will work with you to meet your needs (kathlenem@ircom.ca).

Job Types: Full-time, Permanent

Pay: $20.96 per hour

Benefits:

Casual dress
Schedule:

Monday to Friday
Application question(s):

When are you available to start working? Are you located in Winnipeg? What is your skill level in MS Word? MS Outlook?
Education:

Bachelor's Degree (preferred)
Experience:

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