POSITION TITLE:Administrative Assistant, Student Refugee Program (SRP)

POSITION LOCATION: Ottawa region (hybrid work model)

REPORTS TO: Senior Manager, SRP

CONTRACT TERM: Indeterminate

SALARY LEVEL: SUP 5 ( $43,800 - $51,000)

LANGUAGES REQUIRED: Bilingual English / French

APPLICATION DEADLINE: January 7th, 2026

EXPECTED START DATE: As soon as possible

WUSC is currently looking for an Administrative Assistant to provide administrative, logistical and financial support to its Student Refugee Program.

BACKGROUND

WUSC is a Canadian global development organization working to catalyze positive education and economic outcomes for young people. We bring together and collaborate with a diverse network of partners (including students, volunteers, schools, governments, not-for-profits, and businesses) who share this mission. Together, we influence systems change, and foster inclusive, youth-centered solutions that enable young people to thrive and belong. We work with all young people, with a focus on women and displaced populations. WUSC currently operates in 28 countries across Africa, Asia, the Middle East, and Latin America and the Caribbean, as well as in Canada, with an annual budget of approximately CAD $65 million. Our global team includes over 100 staff in Canada and more than 250 staff internationally, implementing a diverse portfolio of development projects in collaboration with numerous multilateral and bilateral donors, and philanthropic foundations.

Amongst other global programs, WUSC manages the world’s-longest standing refugee education pathway, known as the Student Refugee Program. Over 40+ years, nearly 3000 students have been resettled to Canada to begin their studies. Each year, WUSC works with a network of 100+ sponsoring post-secondary institutions, and 1200+ volunteers to provide peer-to-peer support to arriving refugee students, fund the costs of sponsorship, and to advocate for institutional and policy changes that support refugee inclusion both on and off campus.

Responsibilities Under the supervision of the Senior Manager, SRP, the Administrative Assistant, SRP will be responsible for the training and event logistics and financial processes of the Student Refugee Program.

Administrative Support

• Develop, implement and maintain administrative tools for the SRP;
• Administer travel arrangements (including, the processing of visa applications) for staff and others associated with the SRP.
• Prepare electronic files for send-out to large audiences using mail-merge technology.
• Maintain and update electronic program files and records, including archived materials.

Logistical Support

• Coordinate the logistics for all in-person training and events including venue/catering, material, registration and participant travel.
• Coordinate the tech and logistics for all virtual training (creating links, registration, evaluation, recording).
• Coordinate the WUSC campus network to participate in the WUSC Annual General Assembly
• Coordinate and prepare logistics for mail / courier / shipping.

Financial Support

• Prepare program finance requisitions and manage bill payments.
• Prepare requisitions for advance requests and expense reports for the SRP.
• Assist with the preparation of contracts for vendors and consultants.
• Process fundraising and financial contribution campaigns received by Local Committees.
• Support, monitor, and process requests for funds by Local Committees.
• Reconcile credit cards.
• Administer and monitor the annual Contribution Fund invoice process in coordination with the Finance team. Other duties as required

Qualifications And Competencies Education

• College or University degree in administration( or a related field) or High School diploma with equivalent experience

Experience & Competencies

• Two years of experience in a similar role (administrative, planning);
• Excellent organizational skills and attention to detail, including ability to prioritize tasks and handle multiple initiatives simultaneously;
• Strong interpersonal skills: able to work well with teams under tight deadlines;
• Curious, enthusiastic and willing to innovate and adapt;
• Demonstrated initiative and ability to work independently;
• Solid computer skills in word processing, spreadsheet, database management, online survey tools, electronic mail and graphics;
• Familiarity with the Google Suite is an asset;
• Strong skills in financial processes including preparation of requisitions and review of expense reports;
• Experience coordinating logistics for events, trainings and workshops, virtually and in-person;
• Experience working in an NGO environment , a non for profit and in donor-funded projects considered an asset;
• Must be available for occasional weekend and evening work. Time in lieu will be provided

WHY WORK WITH WUSC?

Join Us. Our work is important, cutting-edge, and rewarding. We encourage curiosity, innovation, and flexibility.

WUSC offers a dynamic international work environment with a diverse intercultural workforce. We offer employees exciting opportunities to apply their skills and gain experience all while making a difference in the lives of youth around the world. Employees at WUSC work hard to create lasting change in education, economic opportunities and empowerment.

Here’s some of what you can expect working with us in Canada:

• 35-hour workweek, ability to work flexible hours
• Remote-friendly workplace, with free access to our Ottawa office
• 4 weeks annual leave
• Paid sick days (10) and special leave days (5)
• Extensive health and dental coverage for you and your dependents, 100% covered by us
• Group RRSP contributions, from day 1
• 300$ reimbursement for home office equipment
• Parental leave top-up
• Being part of a friendly, caring and enthusiastic team!

APPLICATIONS

WUSC’s activities seek to balance inequities and create sustainable development around the globe; the work ethic of our staff, volunteers, representatives and partners shall correspond to the values and mission of the organization. WUSC promotes responsibility, respect, honesty, and professional excellence and we will not tolerate harassment, coercion, sexual exploitation or abuse of any form. Successful applicants will be required to undertake an enhanced criminal record check.

Persons with disabilities who need accommodation in the application process, or those needing job postings in an alternative format, may e-mail a request to hr-rh@wusc.ca.

WUSC is an equal opportunity employer. We welcome and encourage applications from individuals of all backgrounds and abilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process. Candidates must be legally allowed to work in Canada. Please note that only the candidates selected for an interview will be contacted.

We may utilize Artificial Intelligence (AI) tools to facilitate the initial screening of applications based on criteria outlined in the job description. The ultimate decision to interview and hire is determined by our dedicated hiring team.