Office Administrator

Job city: 
Job region: 
Greater Toronto Area
Application Deadline: 
Wednesday, November 8, 2017 - 5:00pm
Job terms: 


Centre for Immigrant and Community Services - 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 services. CICS Vision is to have fully integrated newcomers who participate in and contribute to all spheres of Canadian society. Our workforce culture is bound by our core values and guiding principles: Innovation, Caring & Compassion, Diversity, Inclusion & Accessibility, Integrity & Accountability, Quality & Excellent, Personal Touch, and Collaboration & Solidarity.


Data Entry and Program Operation

  • Collect and enter data into the agency database or Excel templates from source documents within scheduled time limit
  • Compile, verify accuracy and sort information according to priorities to prepare source data for data entry
  • Review data for deficiencies / errors; communicate with staff to correct any incompatibilities where needed
  • Generate reports; store accurate and organized files/documents in designated locations and submit statistics to Program Manager according to established timelines
  • Support staff members on the functions of the agency database such as data entry, reports and statistics
  • Assist in the compilation of information and data required for agency statistics

Administrative Support

  • Provide clerical and administrative support to the Program Manager and staff
  • Assist with printing and photocopying; help draft correspondence and reports according to Agency procedures; create charts, lists and spreadsheets using Excel
  • Assist with program promotion/marketing as required
  • Assist with program promotion in social media such as Facebook and WeChat, and help maintain these agency accounts
  • Purchase office supplies, prepare purchase orders, monitor inventory and provide status reports on an ongoing basis
  • Coordinate and delegate administrative work to other support staff and volunteers as directed
  • Provide training and orientation to new employees on administrative procedures and policies
  • Maintain individual staff attendance records, time sheets, and vacation requests
  • Maintain petty cash account, central filing system and program file records
  • Offer back-up support for front desk and office operations during short-term absence of intake/receptionist staff.

Program / Facility Coordination

  • Prepare labels, organize and maintain central filing system; keep records of all programs and maintain up-to-date program files
  • Produce and maintain form templates as needed
  • Establish, monitor, and revise office procedures to provide coordinated administrative functions to the staff and Program Manager
  • Make building maintenance and office equipment maintenance service calls where needed and as directed
  • Maintain and coordinate centralized office equipment usage, including repairs
  • Assist with financial record management, including team inventory maintenance
  • Maintain and coordinate room allocation schedules and programs


  • Bachelor’s degree in a related field or equivalent experience in administration and service coordination
  • Excellent project and time management
  • Excellent data entry skills and database management experience required
  • Excellent computer skills with outstanding proficiency in Microsoft Office, computer graphics, internet and email
  • Impeccable attention to detail with the ability to adapt to a constantly changing environment
  • Ability to exercise independent judgment and discretion in dealing with confidential operational matters
  • Excellent knowledge of social media in English, Chinese or other languages spoken by the majority of newcomers
  • Superior organizational skills and excellent attention to detail and ability to multi-task; able to work both independently and as part of a team
  • Ability to work strategically and assess priorities
  • Ability to think creatively and solve problems; be proactive and resourceful
  • Ability to manage time, stress and meet deadlines calmly in a fast-paced environment
  • Proven ability to work independently with minimal supervision and able to take initiative
  • Well-developed interpersonal and communication skills to work with a large and diverse group of team members
  • Results-oriented and committed to producing work of high quality and standards
  • Ability to absorb massive information, analyze and organize information to produce analyses and reports
  • Knowledge of a second language, both verbal and written, is an asset
  • Willing and able to work some evenings and/or weekends
  • Possess a negative result in a “Vulnerable Sector Screening”.

Work location: 3850 Finch Avenue East, Toronto
Hours: 35 hours per week

How to apply:

Please apply in confidence to the following email address by 5:00 p.m. on November 8, 2017. Application should quote Job #51A – 17 Office Administrator and address the covering letter and submit application by E-mail to:

Centre for Immigrant and Community Services is an equal opportunity employer. CICS provide accommodations during the recruitment process for persons with disabilities if required. This will be in accordance with the Accessibility for Ontarians Disability Act and Ontario Human Rights Code.

Thank you in advance for your interest. Only those candidates selected for interviews will be contacted. No phone calls, please.