Internal Candidates Only Program Assistant - Fixed Term January 6, 2027

ONLY ACCEPTING INTERNAL CANDIDATES

MOSAIC operates on traditional and unceded Coast Salish Territories, the ancestral lands of the sḵwx̱wú7mesh, sel̓íl ̓witulh, xʷməθkʷəy̓əm, qiqéyt, sc̓əwaθən məsteyəx, kʷikʷəƛ̓əm, q̓ic̓əy̓, q'ʷa:n̓ƛ'ən̓, SEMYOME, S'ólh Téméxw (Stó:lō), Stz'uminus, WSÁNEĆ and Matsqui nations where we are privileged to carry out our mission.

WHY YOU SHOULD WORK WITH US:

MOSAIC is one of Canada's largest settlement non-profit organizations. Our newcomer services change the lives of immigrants, refugees, and individuals from diverse backgrounds in Greater Vancouver and throughout BC.  Since 1976, MOSAIC has worked to strengthen communities by advocating for positive changes and supporting newcomers in building their new lives in Canada. As an employer we are committed to fostering a diverse and inclusive workplace where employees can trust that their skills and contributions are valued. We advocate for and promote equitable employment opportunities for women, Indigenous Peoples, people with disabilities, persons of diverse sexual orientation, gender identity or expression (2SLGBTQI+), and racialized individuals. We have been recognized in the 2019 List of Best Workplaces in Canada employees), the 2020 list of Best Workplaces Managed by Women and 2021 List of Best Workplaces in Canada employees) by the Great Place to Work Institute. Our employees benefit from many diverse perspectives, taking part in training opportunities for career growth.

Today the organization engages and serves over 26,000 clients per year at 47 service and community locations in Greater Vancouver through a wide range of high-quality settlement and integration programs including services geared towards youth and family, interpretation and translation, language and workplace training, counselling, and employment. As a certified living wage employer and a CARF-accredited organization, MOSAIC is among the country's largest immigrant-serving organizations and enjoys a superb reputation, a solid financial position, and a hugely compelling mission.

JOIN OUR TEAM

We are looking for a motivated  Program Assistant to join our Family & Settlement Programs team Not sure if you're 100% qualified? We encourage you to apply anyway MOSAIC is an equal opportunity employer. We encourage people from all backgrounds, spaces, and abilities to apply.

POSITION FUNCTION:

The Community Action Plan for Children (CAPC) and Building Blocks Vancouver (BBV) Program Assistant provides support for the Coordinator, Manager, and staff and clients through delivery of administrative and clerical assistance, marketing support, research, writing, and analysis functions.

KEY DUTIES AND RESPONSIBILITIES:

• Coordinate the flow of information internally and externally
• Answer and initiate email, fax, and other correspondence;
  
• May do data entry, word processing, spreadsheets, and presentations;
• Enter/record financial and other data; may code and obtain relevant approvals for invoices;
• May document and maintain client activities in databases, or document and collect data to produce contractual reports or statistics for funders.
• May order/purchase supplies (office, program, event);
•  Code and process invoices and submit to finance
• Schedule in person or virtual meetings and/or events and provide administrative support as required;
  
• May produce and format department forms, manuals, and/or presentation material
• Supports clients through registration, record maintenance, reporting, information and referrals, and assists with staff or volunteer onboarding and orientation as needed.
  
• Participate in meetings, as appropriate for the position's role in those meetings;
• Backfill and support members of the team as needed;
• May participate in the evaluation of the program or project; assists with administration of feedback surveys;
• Promote the program or project to interested clients; answer client questions both in-person and by email regarding registration; refer complex questions to the manager for follow-up;
  
• Maintain a welcoming, inclusive, family-friendly environment that provides safety and security for children, parents/care-givers, and the community;
  
• As requested, liaise with internal and external contacts.
• May provide general orientation to the facilities for clients/community partners/stakeholders both in person and over the phone.
• May assist staff to plan special events for clients and act as a central contact for special events.
• Participate in partnership, departmental, all-staff, and relevant community meetings, in-service training, and other training.

QUALIFICATIONS:

• Strong communication skills
• Strong attention to detail
• Strong organization skills
• Familiarity with OCMS
• Familiarity with Microsoft Office programs and apps
  
• Keyboarding speed of 45-55 wpm an asset
• English communication skills, other languages an asset
• Completion of secondary school and completion of a one-or two-year college or other program for administrative assistants
• 2 years of experience in comparable role
• Current, satisfactory Criminal Record Check
• Able to work weekends or evenings if required

COMPENSATION: $24.82 to $25.70 per hour

HOURS: 28 hours per week; fixed term until January 6, 2027

The successful Candidate must be able to commute to the Boundary office, 5575 Boundary Rd

The successful candidate may be permitted to work a hybrid work model (combination of in-office and remote work).

Start date: April 1, 2026

BENEFITS:

A competitive benefits package is provided with contracts of at least 1 year in length and which offer a minimum of 17.5 hours of work per week.

DEADLINE: February 16, 2025

IMPORTANT NOTES:

• MOSAIC is an equal-opportunity employer. We encourage people from all backgrounds, spaces, and abilities to apply.
• Before applying, you must be legally permitted to work in Canada through citizenship or permanent resident status. If you have a work permit, please ensure that it allows you to work for the duration of this position.
• We are committed to creating a safe and healthy working environment for our employees. MOSAIC employees are expected to adhere to several policies and procedures such as Right to a Respectful Workplace  and Code of Conduct . As of September 18, 2023 MOSAIC's HSS-21 COVID-19 Vaccination Policy is currently suspended. Therefore, until further notice, employees are no longer required to provide a proof of vaccination. However, should circumstances change and MOSAIC deems it necessary to reinstate such Policy in order to ensure a safe workplace, MOSAIC reserves the right to require employees to provide proof of full vaccination against COVID-19 in order to be eligible to continue performing their work duties.

Location

Vancouver, British Columbia

Department

Family & Settlement

Employment Type

Full-Time

Minimum Experience

Entry-level

Compensation

$24.82 to $25.70 per hour