CICS is a not-for-profit organization with a mission to empower newcomers in settling and integrating as contributing members of Canadian society through diverse, professional and innovative programs and services. We work to enable newcomers to fully integrate, participate and contribute to all spheres of Canadian society. Our success stems from our workforce culture bound by three core values: Compassion, Inclusion and Collaboration.
Ref.: 36-25 / Office Administrator
Job Title: Office Administrator (contract until March 31st, 2027)
Work location:Kennedy Office and other CICS locations
Team: SIS
Hours: 5 days / 35 hours per week, 9:00 am to 5:00pm; required to work regular hours in evenings, weekends and some holidays
Essential duties and responsibilities:
The Office Administrator will provide administrative and data management support to the Settlement Program. This role is central to ensuring accurate client data entry and reporting, maintaining organized records, and supporting program operations so that frontline staff can focus on service delivery to newcomers. The position also provides occasional coverage for the reception desk, ensuring a welcoming and professional first point of contact for clients and visitors.
· Perform accurate data entry, updates, and maintenance of client and program information in internal databases and reporting systems.
· Support the preparation of reports, statistics, and other documentation required by funders and management.
· Maintain organized filing systems (both digital and physical), ensuring confidentiality and compliance with organizational policies.
· Provide administrative support to Settlement Program staff and managers, including scheduling, correspondence, photocopying, scanning, and preparing meeting materials.
· Assist managers with staff onboarding procedures, such as preparing orientation materials, organizing training schedules, and ensuring necessary documentation is completed.
· Assist with client intake and information management when required.
· Serve as a liaison between program managers, staff, volunteers, and community members.
· Monitor office supplies and equipment, and coordinate with internal teams for purchasing or maintenance as needed.
· Coordinate with vendors, service providers, and building management
· Support the smooth operation of workshops, events, and program activities, including logistical and administrative tasks.

QUALIFICATIONS:

· Canadian University degree or equivalent in a related field, such as business administration, and social services
· Minimum two (2) years of proven experience as an Office Administrator, Office Assistant, or relevant role
· Strong organizational skills with attention to detail and accuracy in data entry and record management.
· Proficiency in Microsoft Office, especially Excel and familiarity with client database systems.
· Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
· Excellent communication and interpersonal skills; ability to work effectively in a multicultural and team-oriented environment.
· Ability to work independently and handle multiple tasks
· Knowledge of settlement services and issues facing newcomers an asset.
· Fluency in additional languages commonly spoken by newcomers is considered an asset.
Other Requirements:
· Ability to perform some physical activities (e.g. lifting and loading program materials and office equipment);
· A negative result in Vulnerable Sector Screening is mandatory;
· Valid Ontario driver’s license and access to a car to carry out duties is preferred.

Please refer the Job description for details