Program Assistant – NAARS Community of Practice
DIVERSEcity Community Resources Society
- Surrey, BC
- 25,95-29,76 $ par heure
- Permanent
- Temps-plein
Hours: 21 hours per week
Schedule: Monday to Friday, three days per week (TBD), 7 hours per day, from 9:00 AM to 4:30 PM.
Grid: 10
Wage: $25.95 per hour - $29.76 per hour (Starting $25.95 per hour)Vacancies: 1Start Date: ASAP
End Date: April 30, 2028Date Posted: August 13, 2025
Closing Date: Open until filledPlease note that internal applicants must apply by August 21, 2025. Internal applications received after this date will not be considered as internal and seniority will not apply as position will remain open until filled.The OpportunityThe Program Assistant is responsible for all administrative duties related to the Community of Practice. These duties primarily include data collection, reporting, record keeping and overall providing logistical, coordination, and administrative support to ensure the Consultant can focus on strategic leadership and stakeholder engagement.Key Responsibilities:1. Meeting & Event Coordination
- Schedule and coordinate logistics for all CoP meetings (virtual and in-person)
- Prepare and distribute meeting invitations, agendas, minutes, and supporting documents
- Ensure all tech (Zoom links, calendar invites, shared folders) is functioning smoothly
- Support logistics for in-person meetings (venue, catering, materials, sign-in sheets)
- Maintain updated contact lists of CoP members and other stakeholders
- Draft and send out communications (reminders, updates, follow-ups) on behalf of the Consultant
- Respond to routine inquiries from CoP members and partners, triaging to the Consultant as needed
- Assist with drafting and formatting working documents for assessment tools, referral guides, and onboarding materials
- Track revisions and stakeholder feedback for documents under development
- Liaise with the design consultant to coordinate formatting, layout, and translation needs
- Help manage the administrative process of MOU development and signing (e.g., circulating drafts, logging versions, tracking signatories)
- Maintain version control and ensure timely follow-ups with partners
- Ensure materials being developed are accessible and inclusive (e.g., plain language, translation, formatting needs)
- Flag gaps or considerations from an equity or GBA+ lens for the Consultant to address
- Maintain a master workplan and timeline for CoP deliverables, tracking key milestones and due dates
- Organize and file meeting notes, feedback forms, stakeholder inputs, and final resources
- Support the preparation of progress updates and narrative summaries for IRCC reporting
- Post secondary training or certificate in Office administration and a minimum of 2 years’ experience in an office environment
- Recent relevant experience working in administration in funded settlement and refugee support programs and/or non-profits an asset
- Strong English language written and oral skills; fluency in French considered an asset
- Excellent problem-solving ability, communication skills, discretion and judgement
- Excellent computer and internet skills (advanced knowledge of MS Office, Excel and other databases, Zoom, Teams) with a typing speed of 50 WPM
- Competency with office equipment, procedures and business communication
- Professional telephone manners and good interpersonal skills
- Ability to work cooperatively within a team
- Excellent organizational and time management skills
- Exhibits cross cultural competency.