Office Coordinator – Job Posting

The Cowichan Intercultural Society is a Canadian registered charitable organization that has been operating in the Cowichan Valley Region since 1981. The Cowichan Intercultural Society provides services and support to newcomers to Canada settling in the Cowichan Valley, and activities to create a more welcoming and inclusive community.

The Office Coordinator will report to the Operations and Finance Manager, with additional guidance and direction from the Executive Director. This position is critical in supporting newcomers and enhancing the functioning of the office to effectively deliver on our mission.

Position is $25.20/hr for 35.5 hours per week with health benefit, RRSP contributions, paid holiday and generous annual sick time off. The hours are Monday – Thursday, 8:30am – 4pm and Friday 8:30am – 2pm. Occasionally, extra hours may come up on Fridays. The contract is up until March 31 2025, with possibility of renewal based on whether we receive IRCC funding. To apply, please submit resume and cover letter to Amanda Vance by September 23^rd. Interviews will be conducted on a rolling basis during the application period.

The ideal candidate will have:

• A sensitivity for intercultural and inclusive communities.
• Excellence in verbal, written and interpersonal communications.
• Demonstrated success in relationship building.
• Knowledge and understanding of cross-cultural relationships, immigration, and settlement issues.
• The ability to stay focused (with a positive attitude) in a hectic and noisy office environment.
• Experience working with volunteers.
• Outstanding organizational and computer skills (Microsoft office suite).
• Ability to exercise discretion and operate within ethical standards.
• Ability to share vision and mission and engage others in support of CIS.
• Proven experience as an office assistant, or in another relevant administrative role.
• Good understanding of computer systems and other tech products.

We thank all applicants; however, only those shortlisted will be contacted for an interview.

ACCOUNTABILITIES AND RESPONSIBILITIES

Reception /Office Coordination

• Welcome clients and community members and receive calls.
• Direct visitors and callers to the appropriate person and office or line.
• Provide basic and accurate information in-person and via phone/email. Obtain and process information required to provide services.
• Ensure the reception area, printer area, kitchens and bathrooms are tidy and presentable and monitor supply levels for shared necessities including ordering all necessary office supplies/stationery and materials (e.g., pens, forms, and brochures) and cleaning and other supplies for shared spaces (e.g., First Aid Kit, Kleenex, toilet paper, paper towel, soaps, water filters) on a maintained schedule.
• Launder on-site the cleaning cloths at start of week to ensure office cleaning company has everything they need to maintain clean office space
• Operate and troubleshoot multi-line telephone, printer, and email system, including printer management (adding/removing users) and otherwise assisting Operations and Finance Manager in coordination of office management duties
• Receive staff input around building issues and as needed, assist Operations and Finance Manager with contacting contractors to resolve building issues.
• Adhere to recording procedures for CIS Services.
• Perform clerical duties, such as filing, sorting, mailing, drafting agendas and meeting invites, updating password lists, and data entry, including clerical support for CIS projects and programs (maintaining calendars, drop-in schedules, recording appointments, deposits for assessments, managing the registration of participants (staff and clients) for workshops/seminars/trainings, and office assignments.
• Responsible for implementing shared office space agreements and schedules including being first point of contact regarding multipurpose room use and ordering equipment.
• Update staff handbook, operations manual, and other administrative documents based on instructions from management
• Organize office and assist staff in ways that optimize functioning of office and service delivery.
• Sort and distribute paper communications in a timely manner.
• Schedule and plan meetings and appointments.
• Maintain trusting relationships with clients, suppliers and colleagues.
• Occasionally, other duties as assigned such as client intake/registration.

Communications

• Help guide the implementation of communications strategies including fundraising.
• Provide communication support to programs and internal teams.
• Draft and edit external communications copy (e.g., posters, publications, social media posts).
• Maintain web content including updating website and assisting with newsletters.
• Update databases (membership, donor, other) and media lists.
• Facilitate effective internal communications.
• Adhere to PIPA and FOIPPA standards of confidentiality.