CSJ Administrative Assistant

INTERNAL/EXTERNAL OCISO JOB POSTING

Position Title: Administrative Assistant 

Status: Summer 2025: July 2, 2025 – August 27, 2025 (8 weeks, 35 hrs/week)

Reports to: Chief Program Officer

Location: Various Locations

About OCISO 

OCISO supports immigrants on their journey to making Canada their home by providing creative and responsive programs that are culturally and linguistically appropriate, building community through mutual respect and partnerships, and fostering healthy and inclusive spaces for open dialogue and healing. 

Position Summary

The Administrative Assistant plays a vital role in supporting our team. This position is responsible for ensuring the smooth operation of the office and helping us achieve our goals at OCISO. Under the guidance of the Team, the Administrative Assistant handles various administrative tasks, including event planning, program and operational support. Additionally, they oversee office management and contribute ideas for new programs and projects. They're also ready to assist the team with other tasks.

Main Responsibilities:

• Receives referrals for all projects, reviews referrals with Manager, and inputs information as necessary based on clients’ linguistic profile, cultural background, and service needs  
• Manages external meetings, including invitations, agenda, minute taking, location set-up, catering requirements, and telephone support 
• Updates forms to increase the efficiency of the program’s administrative processes and reflect current program needs 
• Prepares statistical records and reporting as required 
• Maintains and updates electronic and paper filing systems 
• ensuring that up-to-date information is available for employees and clients 
• Support a program delivery
• Assists and executes any other duties as required by the Program Manager 

Candidate Eligibility

The funder requires that successful candidates be: 

• Between 15 and 30 years of age (inclusive) at the start of employment
• Canadian Citizen, permanent resident, or person on whom refugee protection has been conferred under the Immigration and Refugee Protection Act
• Legally entitled to work in Canada according to the relevant provincial/territorial legislation and regulations

Please note: International students are not eligible. Recent immigrants are eligible if they are Canadian Citizens or permanent residents.

Qualifications: 

• Enrolled as a post-secondary student in the previous academic year and intending to return to school full-time in the next academic year
• Enrolled in post-secondary social sciences, business administration, HR-related courses
• Experience in working with diverse cultural backgrounds
• Sound knowledge of different issues facing newcomers to Canada, specifically refugees and immigrants
• Strong facilitation and public speaking skills
• Flexibility regarding work location
• Strong work ethic, leadership and the ability to multi-task
• Strong communication, interpersonal, organizational and time management skills
• Fluency in written and spoken English is essential
• Ability to speak other languages that are spoken by the diverse communities in Ottawa is an asset
• Ability to work with a diverse youth group in a sensitive, respectful and non-judgmental manner
• Ability to work as a team member, individually, and with minimal supervision
• Equivalent experience

Salary: $17.20/hour