Job Title: Administrative Assistant/SWIS Position Type: Short-Term Contract

Hours: 35 Hours/Week

Reports To: Manager, SWIS Program Start Date: ASAP

Position Summary:
This unique hybrid role blends strong administrative expertise with a heart for community service. As the Administrative Assistant/SWIS, you will serve as the backbone of the SWIS (Settlement Workers in Schools) program—managing day-to-day operations, keeping systems organized, and ensuring that every detail behind the scenes supports meaningful outcomes for newcomer students and families.

While your core focus will be administrative, this role also invites you to occasionally step into the world of front-line settlement support. You’ll play a key part in welcoming newcomer families into the school system—helping to coordinate services, support information sessions, and ensure that all students feel seen, supported, and set up for success.

This is an ideal opportunity for someone who thrives on structure, enjoys working across teams, and believes in the power of well-run programs to create lasting impact in the community.

Key Responsibilities:
Administrative Excellence

• Serve as the first point of contact for internal and external inquiries—via phone, email, and in person—with professionalism, warmth, and cultural sensitivity.
• Coordinate schedules, appointments, and school-based outreach activities, ensuring everything runs like clockwork behind the scenes.
• Support the SWIS team by managing databases such as iCARE and OCMS, maintaining client records, and compiling monthly data and program reports.
• Prepare agendas, take minutes, and follow up on action items from meetings, keeping communication clear and consistent.
• Assist in planning and delivering SWIS workshops and events by handling logistics, registrations, materials, and post-event documentation.
• Maintain organized filing systems (both digital and hardcopy), protect client confidentiality, and help streamline administrative workflows across the department.
• Support the SWIS Manager with administrative tasks including internal communications, staff coordination, and preparation for trainings or presentations.

Settlement Support in Schools

• Occasionally support newcomer families directly by assisting with intakes, scheduling school-based appointments, and connecting them with appropriate services or referrals.
• Help coordinate logistics and materials for school orientations, student group sessions, and information-sharing events.
• Act as a friendly presence in schools when needed—providing basic guidance and promoting awareness of SWIS services to students, families, and school staff.
• Contribute to resource development and outreach initiatives that strengthen newcomer engagement and community connections.

Qualifications & Requirements:

• College diploma in Office Administration, Social Services, or a related field.
• At least 1 year of administrative experience, ideally in a community or nonprofit setting.
• Excellent communication skills—both verbal and written—and a knack for engaging with people from diverse backgrounds.
• Highly proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with iCARE and OCMS is an asset.
• Strong organizational and multitasking skills, with keen attention to detail and a proactive approach to problem-solving.
• Ability to work independently and as part of a collaborative team.
• Respect for confidentiality and understanding of privacy regulations.
• Comfort and familiarity with multicultural or school environments is a plus.
• Knowledge of a second language commonly spoken by newcomer families is considered an asset.

Who You Are:
You are a reliable, detail-driven professional who finds joy in keeping things running smoothly. You’re tech- savvy, solutions-oriented, and thrive in roles where you get to support others behind the scenes. At the same time, you have a natural warmth and openness that makes families feel welcomed and supported.

You don’t need to be front and center—but you understand that your work helps the entire program shine.