Office Administrator

Job city: 
Job region: 
Greater Toronto Area
Application Deadline: 
Friday, March 22, 2019 - 5:00pm
Job terms: 
Full-time contract


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 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, Inclusivity and Collaboration.


Data and Statistics Support

  • 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 report

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 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
  • 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 and Facility Support

  • 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


  • Post-secondary education or equivalent in business administration, service coordination or a related discipline
  • Excellent data entry skills and database management experience required
  • Excellent computer skills with 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
  • Superior organizational skills and ability to multi-task
  • 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 – Chinese, both verbal and written, is essential
  • Vulnerable Sector Screening is mandatory

Ref: 05-19 / Office Administrator (Temporary Relief until October. 2020)
Team/Unit: Toronto Settlement and Integration Services
Hours: 35 Hours per week, may require to work irregular hours including evenings, Saturdays and some holidays
Salary: Commensurate with experience
Location: 3850 Finch Avenue East, Toronto

How to apply:

Application should quote # Job 05-19 / Office Administrator and address the covering letter by 5:00 p.m. on March 22, 2019 to:

Hiring Committee
Centre for Immigrant and Community Services (CICS)
2330 Midland Avenue
Toronto, ON M1S 5G5


Centre for Immigrant and Community Services (CICS) is an equal opportunity employer. We 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. We thank all those who respond to this posting. Only those selected for further screening will be contacted. Regrettably we cannot accept telephone inquiries.