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Job Details

Job Number:  58201
Senior Administrative Assistant Ref #100-19
Job Posted: Tuesday, 8 October 2019
Closing Date: Monday, 21 October 2019
(in 6 days)
COSTI Immigrant Services
Region: Toronto Metro area Type: Full time
Location: Toronto Salary: $51,010 to $57,033 per annum + Benefits



COSTI is a multicultural organization providing social services, settlement,
employment, and language training services. For more information about COSTI,
please visit our website at


The successful candidate will provide senior level administrative support in a multi-site, multicultural, unionized environment to a small team of HR Specialists.


This is a full time non-Union position scheduled to work 35 hours per week.




  • Provides confidential senior level administrative support services to the Human Resources Department.
  • Manages communications, including mail, telephone calls and e-mail messages, and provides assistance using independent judgement to determine those requiring priority attentions.
  • Provides support and acts as a resource to the Human Resources Department and provides follow up to assignments given to management staff.
  • Provides status reports on projects and other matters, tracks issues; prepares meeting packages and agenda, action lists, and minutes
  • Responsible for data integrity for the Microsoft Dynamics NAV HR module
  • Administers and posts all job vacancies and maintains COSTI’s job board website, distribution database, including advertisement, print and web media.
  • Maintains competition files for all job vacancies from the opening of the file to the closing of the competition.
  • Composes correspondence, reports and presentations.
  • Ensures documents prepared by HR staff are in keeping with agency standards.
  • Researches, compiles, reviews and summarizes data from reports and documents.
  • Prepares statistics charts and background documents as necessary.
  • Maintains, monitors and tracks changes to Human Resources related reports and databases in Excel.
  • Responds to general HR inquiries via telephone, in person or via email.
  • Prepares and monitors employee hiring documents including contracts, benefit entitlement and mandatory training.
  • Utilizes Web Apps to assign tasks and monitors its completion.
  • Prepares, monitors and consolidates agency health and safety data i.e monthly inspections, training certifications, meeting minutes and skype meetings.
  • Prepares and maintains all Union reporting documents including seniority reports, monthly status report, and pension enrollment.
  • Coordinates scheduling of new employee orientation sessions and prepares related materials.
  • Coordinates and organizes special projects, including the annual staff conference, agency training initiatives, and recognition programs.



  • Bachelor of Arts in Administrative Studies, or three year Community College Diploma in Office Administration or related business diploma.
  • Minimum of three (3) years’ experience working with an HRIS system integrated with payroll and finance with online features e.g. time entry, attendance management.
  • Experience working with Ceridian, ADP, UltiPro, or other HRIS/EPR systems. Preference will be given to those with experience with Microsoft Dynamics NAV. 2016 including training front line staff using NAV on-boarding dashboard procedures, scheduling and attendance management.
  • Minimum of three (3) years’ experience providing executive or senior level administrative services within a unionized environment.
  • Demonstrated advanced computer skills are required in Microsoft Office 2013 with emphasis on Excel (e.g.VLOOKUP’s) Access, and internet/intranet. Demonstrated typing skills at 60 words per minute.
  • Experience applying Collective Agreements, organizational policies & procedures, along with familiarity with Employment Standards.
  • Well-developed verbal and written communication skills in English. The ability to speak another language is an asset.
  • Demonstrated ability to communicate ideas and issues clearly, concisely and accurately to a diverse target audience.
  • Demonstrated success in contributing to effective teamwork coupled with the ability to work independently in a high pressure demanding environment.
  • Positive approach to managing relationships and problem solving.
  • Proven ability to work within a multicultural setting.
  • Highly developed organizational skills and detail oriented.


Please note that a written and technical assessment will be administered to demonstrate both written and planning skills as well as proficiency with MS Office applications and Outlook at an advanced level.



LOCATION:                                       1710 Dufferin Street, Toronto

START DATE:                                   November 4, 2019

STARTING SALARY RANGE:         $51,010 to $57,033 per annum + Benefits

POSTING DATE:                               October 8, 2019         

CLOSING DATE:                              October 21, 2019       


Qualified candidates are invited to submit their resumes and cover letters,
quoting reference #100-19, to:


Manager, Staffing and Orientation

COSTI Immigrant Services

1710 Dufferin Street

Toronto, Ontario

M6E 3P2

Email:      Fax: 416.658.8537

How to Apply
Please mention you saw this posting on WorkInNonProfits.ca.
Please quote reference #100-19 and send your resume with a cover letter to:
Contact Details
Sharon Swift
COSTI Immigrant Services
1710 Dufferin Street
Toronto, ON, M6E 3P2

Tel: (647) 827-1417
www:   www.costi.org

 Thanks for looking on WorkInNonProfits.ca and good luck with your job search!

Please Note: WorkInNonProfits.ca is not affiliated with and in no way endorses or vets the organization that posted this job. Any links posted within the job will take you to their external site where the same disclaimer applies.

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