Program Assistant (LINC)

CICS is a not-for-profit organization with a mission to empower newcomers in settling and integrating as contributing members of Canadian society through diverse, professional and innovative programs and services. We work to enable newcomers to fully integrate, participate and contribute to all spheres of Canadian society. Our success stems from our workforce culture bound by three core values: Compassion, Inclusion and Collaboration.

Ref.: 33-25 / Program Assistant

Job Title: Program Assistant – Chinese Speaking (Contract until March 31, 2027)

Work location: Woodside LINC and Kennedy Newcomer Service Centre

Team: Toronto LINC Program

Hours: 35 hours per week; require working irregular hours including evenings, weekends and some holidays;(6 weeks of layoff during LINC program closure)

Salary Range: $41,077---44,899

Current Rate: $22.57

Status: Unionized

Essential duties and responsibilities:

The Program Assistant of LINC program mainly provides program and administrative support to the clients, program staff and Program Manager from planning to implementation of a high volume of program activities.

· Welcome and assist visitors or clients by providing information or directing them to the appropriate program or service staff, ensuring a positive first impression

· Answer and direct incoming calls, provide information, and respond to enquiries or requests.

· Schedule appointments, meetings, and events for clients; coordinate calendars and maintain an organized schedule to avoid conflicts; send out reminders and confirmations to relevant parties.

· Provide students and drop-in clients with an overview of settlement services and resources in the neighborhood; promote participation in activities organized by CICS and other service providers that help newcomers learn about and understand Canadian systems in their settlement process;

· Coordinate with onsite settlement services to provide seamless support to LINC students;

· Maintain accurate and current intake records while ensuring strict confidentiality of all client information in compliance with organizational policies and applicable regulations;

· Work with volunteers and provide on-going guidance for volunteer receptionists;

· Sort and route incoming and outgoing mail, courier services, and package deliveries;

· Maintain program materials and general information by updating bulletin boards, flyer stands, and smart TVs;

· Keep the reception area tidy and professional, ensuring it reflects the organization’s standards;

· May need to regularly work on evening shifts and Saturdays in alignment with the operation hours of LINC centres.

· Screen potential clients’ eligibility for CICS LINC program, book language assessment appointments for eligible clients if needed, or refer eligible clients to appropriate CICS LINC classes. Register newly-referred LINC students to their class(es) and provide relevant information for students to access their class(es);

· Update records in the HARTs system on a daily basis to provide an accurate overview of all LINC classes, and generate related records such as attendance lists and waitlists;

· Update and monitor attendance lists, vacancies, and waitlists; alert mangers and team to changing needs or enrollment/dropout issues of students;

· Remind students with attendance issues of LINC program’s attendance policy;

· Monitor class schedules and daily event calendar at the LINC centres;

· Manage student social media support groups to share program updates and to respond to enquiries and requests;

· Assist with the preparation of student request letters such as verification of student attendance/enrollment, and student certificates;

· Respond to ongoing student requests (e.g., class transfer or withdrawal and other settlement needs) through direct assistance or referral;

· Ensure smooth service delivery and site security throughout the operating hours;

· Receive and brief supply instructors on class information, facility, and equipment usage, as well as invoicing procedures;

· Assist in disbursement of transportation assistance monthly to eligible clients;

· Keep and maintain inventory of office and program supplies, equipment, and furniture;

· Communicates with staff regarding scheduling and program information;

· Assist in preparation of statistical reports;

· Assists in promoting the programs/ services.

· Establish and maintain excellent service quality for clients.

Qualifications:

· A minimum of Canadian Post Secondary diploma/degree or equivalent in office/ business/ administration procedures, or customer service or equivalent.

· At least two years of customer service experience, preferably in a not-for-profit setting;

· Must have strong customer service skills; ability to answer client enquiries in an amicable manner, whether in person or by phone;

· Proficient in office procedures, knowledge of HARTs system a strong asset;

· Ability to manage time effectively, set priorities, and manage stressful situations effectively;

· Skillful and tactful in conflict resolution;

· Ability to track records electronically and physically and observe trends and alert supervisors accordingly;

· Knowledge of and sensitivity to the multicultural communities, and especially the needs of newcomers;

· Excellent attention to detail and ability to multitask, able to work both independently and as part of a team in a fast-paced environment;

· Excellent organizational skills in keeping the workplace kempt and orderly;

· Strong proficiency in using various software applications, including but not limited to the Microsoft Office suite, Teams and other social media platforms;

· Comfort with learning and adapting to new digital tools and technologies that may be introduced within the work environment;

· Ability to cope with changes and be flexible in scheduling; willing to work some evenings and/or weekends.

· verbal and written fluency in English; and a second language in Chinese (both Cantonese and Mandarin);

Other Requirements:

· Ability to perform some physical activities (e.g. lifting and loading program materials and office equipment);

· A negative result in Vulnerable Sector Screening is mandatory;

· Valid Ontario driver’s license and access to a car to carry out duties is preferred.

Resume and cover letter are to be sent to CICS by email by August 22, 2025.

Applicant should quote Job # 33-25 Program Assistant and address the cover letter to: CICS Hiring Committee, 2330 Midland Ave, Toronto, ON M1S 5G5

CICS is an equal opportunity employer. We provide accommodations during the recruitment process for persons with disabilities if required. This will be in accordance with the Accessibility for Ontarians Disability Act and Ontario Human Rights Code. We thank all those who respond to this posting. Only those selected for further screening will be contacted. No telephone enquiries, please.

Job Type: Fixed term contract

Pay: $41,077.00-$44,899.00 per year

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• RRSP match
• Vision care

Education:

• DCS / DEC (preferred)

Experience:

• Customer Service: 2 years (required)

Language:

• Cantonese and Mandarin (required)

Work Location: In person

Application deadline: 2025-08-22