Part time Administrative Assistant

Job Detail


Company: World Skills Employment Centre
Industry: Non-profit Sector
Job Type: Part Time
Salary Level ($):
Job Location: Ottawa, ON, Canada
Highest Level Of Education: Diploma
Job Posting Date: 20-Mar-2017
Apply by: 26-Mar-2017

Job Description:


Project Name: Non Profit Employer Engagement Project
Job Title: Part time Administrative Assistant
Status: Part time (17.5 hours/week)
Salary: $21.85 / hr
Open to: Internal / External
Reports to: Director, Employer Engagement
Deadline: Sunday, 26 March 2017 Application process: Submit your online application (cover letter and resume) saved as one file with Your Name_ Part time Administrative Assistant_Non Profit Sector as the subject heading to hr@ottawa-worldskills.org
The Non Profit Employer Engagement Project is a new project at World Skills Employment Centre. This project will work with non-profit organizations (small, medium and large) in Ottawa and surrounding area to enhance their ability to recruit, hire, onboard and retain internationally educated individuals. World Skills Employment Centre will also assist job-ready internationally educated individuals to compete successfully for positions in the non profit sector.
MAJOR RESPONSIBILITIES: Office Administration o Maintains appropriate client and employer records on a computerized system; inputs client and employer information, updates and maintains database; creates queries and reports o Provides comprehensive administrative support: answers, screens and directs incoming calls, visitors and correspondence; prepares, reviews, and tracks expenses; completes expense reports and monthly reports to the program funder o Performs administrative tasks as per set deadlines and standards: typing, filing, copying, faxing, handling mail and faxes, minute taking, printing and circulating emails to designated recipients etc. Maintains up-to-date and accurate program files o Orders office supplies and maintains an inventory for the team Information sharing o Acts as a source of information and refers clients and employers to appropriate resources o Schedules meetings for the Director of Employer Engagement as required o Manages job postings, liaises with employers and ensures that job postings are posted online in a timely fashion Non Profit Employer Engagement Project – World Skills Employment Centre – Administrative Assistant Position Page 2 of 2 Reports o Collects monthly data from staff and prepares first draft of monthly report and other reports required by the funder o Keep all reports filed both electronically and in hard copy Employer Engagement o Supports the employment counsellor with pre-screening applicants for job postings o Contacts employers as required for job postings, job alerts or to follow up on submission of clients application Teamwork o Execute recruitment tasks through a thorough and collaborative team effort. o Communicate with peers by sharing recruiting "best practices" and providing accurate, documentation on candidates into candidate tracking system o Attend meetings as required o Work with staff and programs of the partnering organizations to share information, best practices relevant to helping clients be job ready and make an easy transition to employment o Contributes to the overall functionality and integration of the World Skills organization, including taking part in staff meetings and supporting the work of colleagues where appropriate o Any other tasks which may from time to time be assigned by the Director of Employer Engagement or an appropriate member of the Management team QUALIFICATIONS and COMPETENCIES:
  • Completion of a degree or diploma in a related field plus 2 years’ experience in a similar position (either paid or volunteer)
  •  Superior proficiency with MS Office Suite, specifically Word and Excel
  •  Strong time management skills and the ability to prioritize
  •  Sensitivity to and understanding of a diverse clientele
  •  Ability to work within a team environment with an attitude of cooperation and helpfulness is essential
  •  Solid knowledge of clerical and general office procedures and office software applications.
  •  Excellent interpersonal, communication and writing skills
  •  Experience in working with newcomers and immigrants
  •  Proven flexibility, adaptability, initiative and resourcefulness
  •  Bilingualism is an asset in both official languages