Job Title: Program Assistant – NAARS Community of Practice
Status: Regular, part -Time (Union position)
Hours: 21 hours per week
Schedule: Monday- Friday
Grid: 10
Wage: $25.95 per hour - $29.76 per hour (Starting $25.95 per hour)
Vacancies: 1
Start Date: ASAP
End Date: April 30, 2028
Date Posted: August 13, 2025
Closing Date: Open until filled
Please note that internal applicants must apply by August 21, 2025. Internal applications received after this date will not be considered as internal and seniority will not apply as position will remain open until filled.

QUALIFIED CANDIDATES WILL POSSESS:

• Post secondary training or certificate in Office administration and a minimum of 2 years’ experience in an office environment
• Recent relevant experience working in administration in funded settlement and refugee support programs and/or non-profits an asset
• Strong English language written and oral skills; fluency in French considered an asset
• Excellent problem-solving ability, communication skills, discretion and judgement
• Excellent computer and internet skills (advanced knowledge of MS Office, Excel and other databases, Zoom, Teams) with a typing speed of 50 WPM
• Competency with office equipment, procedures and business communication
• Professional telephone manners and good interpersonal skills
• Ability to work cooperatively within a team
• Excellent organizational and time management skills
• Exhibits cross cultural competency.
  A Criminal Record Check is a requirement of employment.
  Please note that we currently have staff on the recall list. If an applicant on the recall list applies to this vacancy, the provisions under Article 13.5 “Recall” of the Collective Agreement will apply and we will not consider internal applications from those with less seniority.

APPLICATION REQUIREMENTS:

To apply, please upload your resume and cover letter as separate attachments. Please note that only Word or PDF formats can be accepted. As part of the application process, you will be prompted to complete a short questionnaire. Please ensure all questions are answered.
To view all opportunities at DIVERSEcity visit www.dcrs.ca/work-with-us/.

ADDITIONAL INFORMATION:

his position is based in our Surrey office and is “in-person” services. DIVERSEcity has implemented new safety procedures for in-office and in-person work, to view our safety plan, please visit https://www.dcrs.ca/news/diversecity-re-opening-plan/. Successful candidates will be provided with the training and equipment to safely carry out their duties, ensuring the best protection for our staff and clients.
A comprehensive job description will be provided to all candidates shortlisted for interviews.
DIVERSEcity is committed to employment equity and encourages applications from people of all gender identities and expressions, persons with disabilities, Indigenous peoples and visible minorities. Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact our HR department at (recruitment@dcrs.ca). Any personal information provided will be maintained in confidence.

1. Meeting & Event Coordination

• Schedule and coordinate logistics for all CoP meetings (virtual and in-person)
• Prepare and distribute meeting invitations, agendas, minutes, and supporting documents
• Ensure all tech (Zoom links, calendar invites, shared folders) is functioning smoothly
• Support logistics for in-person meetings (venue, catering, materials, sign-in sheets)

1. Stakeholder Communication & Engagement

• Maintain updated contact lists of CoP members and other stakeholders
• Draft and send out communications (reminders, updates, follow-ups) on behalf of the Consultant
• Respond to routine inquiries from CoP members and partners, triaging to the Consultant as needed

1. Resource Development Support

• Assist with drafting and formatting working documents for assessment tools, referral guides, and onboarding materials
• Track revisions and stakeholder feedback for documents under development
• Liaise with the design consultant to coordinate formatting, layout, and translation needs

1. MOU & Document Tracking

• Help manage the administrative process of MOU development and signing (e.g., circulating drafts, logging versions, tracking signatories)
• Maintain version control and ensure timely follow-ups with partners

1. Equity & Inclusion Integration

• Ensure materials being developed are accessible and inclusive (e.g., plain language, translation, formatting needs)
• Flag gaps or considerations from an equity or GBA+ lens for the Consultant to address

1. Monitoring & Documentation

• Maintain a master workplan and timeline for CoP deliverables, tracking key milestones and due dates
• Organize and file meeting notes, feedback forms, stakeholder inputs, and final resources
• Support the preparation of progress updates and narrative summaries for IRCC reporting