The Volunteer & Community Services Program Assistant (VCSPA) / Executive Assistant is a grounded, innovative and self-motivated individual committed to IRCOM’s vision and mandate of empowering newcomer families to integrate into the wider community through affordable transitional housing, programs, and services. This staff is a ‘people person’ who is creative, detail-oriented, efficient and resourceful, with strong administrative and organizational skills, and is able to meet the challenges of working with a culturally diverse group of clients. The VCSPA/Executive Assistant must be able to multi-task and work in a fast-paced and busy environment. The VCSPA / Executive Assistant will exhibit and uphold IRCOM’s core values of integration, inclusion, social justice and empowerment and they will work in a way that is people-centered, holistic and partnership based.

Background

The Volunteer & Community Services Program supports around 100 volunteers that share their time and energy with IRCOM weekly. IRCOM’s volunteers come from a wide range of linguistic, educational, and ethno-cultural backgrounds and currently range in age from 7 to 78 years old. The program is host to more than 30 practicum students each year. Volunteers serve the community in all areas from after-school programming to EAL classes to house maintenance. With a hand in virtually every activity at IRCOM, our Volunteer Program is a great connector of people and serves as a learning hub for the community.

IRCOM’s Administrative Team is located at IRCOM Ellen and consists of an Office Administrator and Accountant. The administrative team supports the work of IRCOM’s full staff complement, including IRCOM’s Executive Director, and IRCOM’s board of directors. This team is responsible for payroll, employee benefits, reception, procurement, note taking, arranging meetings and much more.

This is a full-time position split between two roles; Volunteer & Community Services Program Assistant (60%) and Executive Assistant (40%).

Objective

The VCSPA / Executive Assistant is responsible for the management and supervision of all Family-to-Family (F2F) program participants including established Canadian volunteers and participating tenant families. They are also responsible for assisting the Volunteer and Community Services Manager (VCSM) with the administration of the Volunteer Program and streamlining of communications at IRCOM. The VCSPA / Executive Assistant is also responsible for providing exceptional reception services to visitors and providing administrative support to IRCOM’s Executive Director and Board of Directors.

Under the supervision of the VCSM and the Executive Director, the VCSPA / Executive Assistant will undertake the following tasks:

Volunteer Program

• Recruit relevant volunteers through various channels including ircom.ca, Volunteer Manitoba and word of mouth
• Further refine the volunteer application process and accompanying materials
• Screen, interview, select and manage IRCOM volunteers
• Ensure all volunteers have completed criminal records check and child abuse registry checks
• Keep volunteer files up to date
• Create a monthly volunteer schedule and communicate to program staff in collaboration with VCSM
• Work with volunteers, VCSM and program staff to create work plans for volunteers as appropriate
• Work with VCSM to create relevant volunteer opportunities for newcomer community members
• Assist with administration of  existing volunteer related programs including Adult Language Partners and Tenant Leaders

Family-to-Family Program

• Recruit external families for F2F (promote the program, present to interested groups on the program)
• Assist Community Resource Program with recruitment of internal families for F2F
• Organize media release/launch and engage with media throughout program as needed
• Update relevant training materials as needed
• Conduct, plan and organize newcomer and established Canadian program trainings with the assistance of Community Resource Program Staff and the VCSM
• Screen, interview, select and supervise all F2F volunteers
• Ensure all volunteers have completed criminal records check and child registry checks
• Work with partner families to resolve any issues or concerns arising in relation to the program
• Create and implement a system for on-going monitoring and evaluation of family participants (through check-ins, reviews, exit interview etc.)
• Ensure proper distribution and accounting of program stipend to all participants
• Ensure adherence to program guidelines

Reception

• Greet and direct visitors
• Answer the phone and door
• Take messages

Executive Support

• Provide administrative support to IRCOM’s Executive Director, including photocopying, filing, research and other duties as requested
• Provide administrative support to IRCOM Board of Directors, including ordering food for meetings, minute taking, room reservation and other duties as requested

Other Tasks

• Monthly narrative reports to VCSM, as well as any other relevant reporting related to the position
• Attend monthly staff meetings, staff days and report on program activities
• Other duties as assigned by the VCSM, Executive Director or designate

Qualifications

• Post-secondary education in a relevant field OR equivalent combination of education and experience
• Excellent administrative and organizational skills are required
• Excellent written and oral English communication skills
• Superior computer skills are required
• Ability to multi-task and prioritize work
• Volunteer management experience is ideal
• Flexibility and positive attitude essential
• Excellent cross-cultural and team work skills
• Comfortable with public speaking and meeting new people on a daily basis
• Proven ability to work with people from diverse cultural backgrounds
• Must be open-minded, resourceful, detail-oriented, highly motivated, and independent
• International education/experience is recognized 
• Refugee or immigrant experience is an asset
• Knowledge of a second language is an asset
• Must undergo Criminal Record Check, as well as have a clear Child Abuse Registry Check

Hours of work

This is a full-time position for a 10 month term contract. The hours will take place primarily during regular business hours but there will be substantial evening and weekend work required. Overtime work is compensated by time and a half off, and must be authorized by the Executive Director or designate.

Other

The salary range for this position begins at $31,219.
Selected candidate must be legally entitled to work in Canada.

Employment Equity is a factor in selection. Applicants are requested to indicate in their covering letter or resumé if they are from any of the following groups: women, Aboriginal people, visible minorities and persons with a disability.

To apply for this position please submit your resumé and cover letter by
Friday, May 29, 2015 by 5:00 PM to:
Office Administrator
95 Ellen Street
Winnipeg, Manitoba R3A 1S8
Email: admin at ircom.ca
Fax: 204 - 943 - 4810

We thank all who apply. Please be advised that only those selected for an interview will be contacted. Your cover letter, resumé and/or application must clearly indicate how you meet the qualifications.

Please note the successful candidate will be required to submit to a Criminal Record Check as well as a clear Child Abuse Registry Check