POSITION TITLE: Program Assistant
PROGRAM: Skills Link, Women@Work
REPORTS TO: Program Manager, Women@Work
LOCATION: Vancouver or Coquitlam (North Road)
STATUS: .93 Full Time Equivalent-6 months with the possibility for extension Monday to Friday, 35 hours per week. (On occasion may be required to work evenings or weekends)
Women@Work focuses on empowering young women (ages 15-30) to gain skills and experience in the tourism industry. This is achieved through a series of structured Group-based Employability Skills (GBES), a three month work experience in the tourism industry, and ongoing support and guidance from dedicated Work Coaches and a Work Experience Coordinator.
Under the direction of the Women@Work, Program Manager, and with the support of the Work Coaches and Work Experience Coordinator, the Program Assistant coordinates aspects of file set up, contacting and scheduling participant appointments. The Program Assistant also coordinates components of the GBES training including scheduling guest speakers.
- Understands the Program Service Levels and eligibility criteria
- Financial tracking, entering billing and forwarding invoices, credits and payments to accounting
- Requests purchase orders (PO) from Purchasing and follow up outstanding PO’s
- Disburses payments, tickets and or subsidies to clients
- Liaises with Service Canada to obtain participant approvals
- Communicates expectations of all stakeholders (employer, supervisor, and youth). The Program Assistant is the primary point of contact for the employers regarding the youth work experience contracts and payroll questions
- Conducts participant screening, schedules participants for intake, and other appointments as requested by Work Coaches and Work Experience Coordinator
- Provides support to Work Coaches by co-facilitating/facilitation workshops to youth as needed
- Assists with the development, creation, and maintenance of participant forms
- File Set Up including paper and electronic files as well as uploading documents
- Answers inquiries about services (as required)
- Prepares and sends out Orientation Email to potential participates who fulfill basic eligibility criteria
- Informs participants of Group-based Employability Skills Training schedule
- Provides word processing of correspondence, forms, reports, resumes, cover letters as required
- Assists with self-referrals (walk in or phone)
- Timely recording of participant information and contact data into program notes
- Photocopying of participant documents and assisting with formatting of participant documents
- Filing participant documents according to prescribed standards
- Assists with coordinating guest speakers including informing them of the schedule
- Provides administrative assistance to the Work Coaches, Work Experience Coordinator, and Program Manager during peak periods
- Two (2) years in providing administrative support.
- Strong comprehension of all Microsoft Office programs, database systems and basic admin tasks.
- Working towards a Bachelor’s Degree or Career Development Practitioner certification.
- Professional telephone manner and strong communication skills with an ability to work with diverse groups.
- Ability to work collaboratively with a team as well as independently.
- Excellent at multi-tasking.
Skills & Attributes:
- Excellent organizational skills and effective time management.
- Experience with computer applications and databases.
- Strong communication skills.
- Able to work with diverse groups, including youth, persons with disabilities, recent immigrants and refugees.
- Good math skills.
- Experience meeting deadlines.
- Ability to work effectively with clients.
- Ablity to travel between Coquitlam and Vancouver Offices
- Desirable Skills
- Experience working with a multicultural population and an understanding of employment barriers.
- Secondary language is an asset.