Vacancy Posting – Competition #2023-01-05-AA-LS

Posting date: January 5, 2023

Closing date: Ongoing posting until the position is filled

Position: Administrative Assistant (Language Services) - Partial-year, full-time (laid off sometime between July 1 to mid/late August each year)

Hours of work: 35 hours per week

Start date: As soon as possible

Work location: 102-808 Douglas Street, Victoria BC

Rate of Pay: $21.10 per hour (full benefits after successful completion of probation period)

The Inter-Cultural Association of Greater Victoria (ICA) helps immigrants and refugees meet their social, cultural, and economic goals. Comprised of dedicated staff and volunteers, ICA provides language instruction, support finding housing and employment and a range of other services. In addition, ICA is actively engaged in the community to strengthen connections between immigrants and those born in Canada. Through our work, we are building a strong, diverse, and vibrant community. ICA is a welcoming, passionate, and energetic organization that has been having a positive impact in the Greater Victoria region for 50 years.

Job description: Provides administrative and office support functions for Language Services. Supports clients in the program in regard to administrative inquiries; communicates with clients in person, by phone, and through email in regard to class placements, wait list, and childminding arrangements.  Provides administrative support for the Language Services Manager, Head Language Instructor and Language Instructors. Serves all individuals, including BIPOC, LGBTQIA2+, and those with diverse abilities. Reports to the Language Services Manager.

Qualifications

• Minimum Grade 12 or diploma in business administration or related discipline on office administration/management, or combination of education, training, and experience.
• Experience with English language programs for adult learners preferred.
• Experience within high volume office administration environment.
• Keen understanding of diversity issues to work with persons from diverse cultural and ethnic backgrounds on settlement/resettlement/refugee-related themes.
• Three years’ work experience within social services, non-profit and/or multicultural environment.
• Proficient with MS Office and database applications.
• Experience working with persons from a wide variety of cultural and ethnic backgrounds is preferred.
• Experience working with immigrants and refugees and understanding of immigration and refugee issues.
• Proficiency in a settlement and/or resettlement language preferred.
• Indigenous cultural competencies and/or lived experience with Indigenous communities welcomed.
• As conditions of hire, the successful candidate is required to provide proof of a current, clear criminal record check, including vulnerable populations check; completion of WHMIS training; and proof of vaccination status (minimum of two doses).

Key duties/responsibilities

• Greets guests in a welcoming and friendly manner.
• Answers general inquiries regarding ICA’s Language Services program and distributes promotional materials.
• Assists eligible applicants to complete necessary forms and contractual agreements.
• Maintains client management database and compiles reports and statistics as required for internal purposes or by external funders.
• Maintains a wait list for different levels and contacts clients regarding availability of seats.
• Provides general administrative assistance to the Language Services Manager, Head Language Instructor and Language Instructors.
• Ensures that client files are kept safely and securely, and that all applicable rules and policies regarding confidentiality are observed.
• Provides basic backup reception coverage as needed.
• Create awareness of anti-oppressive/social justice issues.
• Participates in training opportunities to stay current on issues impacting ICA’s operations, clients, and the Language Services program;
• Participates in regular team and organization-wide staff meetings; Follows all ICA policies and administrative procedures;
• Other related duties as assigned.

Submit a cover letter and current resume (in pdf. format), noting relevant qualifications, language proficiency and experience to the Inter-Cultural Association of Greater Victoria, Attention: HR Manager, via email to . This is an ongoing posting until suitable candidates have been selected. Please quote #2023-01-05-AA-LS in the subject line.

Please note:  This is a unionized position subject to the terms and conditions of our Collective Agreement and of our funding agreements with various funders.  As per the Collective Agreement, internal applicants will be given consideration with respect to filling the position prior to external candidates being hired.  This position is open to applicants of all genders.  This position requires union membership.  Only short-listed applicants will be contacted.