Administrative Coordinator – Welcome Home to Canada

Job title:

Administrative Coordinator – Welcome Home to Canada

Company

Canadian Museum of Immigration

Job description

The Canadian Museum of Immigration at Pier 21 continues its tradition of welcoming newcomers to Canada.The Welcome Home to Canada (WHTC) program is a six month employability program for new immigrants to Canada. If you are an unemployed or underemployed immigrant and facing barriers to meaningful employment this program may be an option for you.We currently have an opening for an Administrative Coordinator as part of the 2025 Welcome Home to Canada program.Job Title: Administrative CoordinatorDuration: 6 months from May to October/November 2025Wages: $17.75 per hourReports to: Corporate Secretary and Chief of Staff and Vice President, OperationsHours: 37.5 hours a week with two (2) paid rest periods of 15 minutes and one 30 minute unpaid lunch break each day, Monday through Friday from 8:30 a.m. – 4:30 pmProgram eligibility· You must be either a permanent resident of Canada, Canadian citizen born outside of Canada (this means you have immigrated to Canada and have become a Canadian citizen) or a protected person as defined in Section 95 of the Immigration and Refugee Protection Act who is legally entitled to work in Canada and Nova ScotiaAND· You are unemployed or underemployed and facing barriers to employment such as lack of previous Canadian work experience, foreign credentials, language barriers or lack of professional networks.Position SummaryThe Administrative Coordinator is responsible for providing professional and comprehensive administrative support to both visitors and internal staff members. The Administrative Coordinator supports a team of professionals and demonstrates initiative in accordance with the organization’s office routines and procedures. The Administrative Coordinator may perform duties that require significant confidentiality, sensitivity, tact, and maturity. The incumbent will demonstrate discretion in preparing, disclosing and handling information of a confidential, controversial and sensitive nature; establish work priorities and will possess strong interpersonal and organizational skills.ResponsibilitiesAdministration

• Receives and compiles various internal items from staff and the Senior Leadership Team (SLT). Examples include: staff meeting updates, event invitations/RSVPS.
• Provides support for planning and execution of internal events.
• Provides support for internal forms and expense claims.
• Provides support for organization of procurement and contract systems.
• Maintains filing systems and ensures that these systems are up-to-date (paper and digital).
• Ensures the adequate supply of stationery throughout office spaces.

Reception

• Answers phone using Active Offer and operates switchboard to forward calls to appropriate departments.
• Welcomes and greets clients and visitors to the reception area, answers queries and directs visitors to the appropriate staff person.
• Opens and distributes incoming regular and electronic mail.
• Collects, sorts, and prepares outgoing mail and courier deliveries.
• Provides support to Museum departments for mail-outs and other projects.
• Makes necessary preparations for internal meetings (i.e. room availability, coffee, etc.) and provides support with meeting minutes if required.
• Maintains reception area and ensures brochures, magazines, newsletters are available for reference.
• Ensures office equipment is in working order.
• Performs other support duties as required ensuring smooth and efficient operation of the organization.

Risk Management

• Reports risk issues to managers.

Skills Required

• Excellent attention to detail.
• Strong verbal and written communication skills in English.
• Strong data entry skills.
• Ability to work with minimal supervision.
• Confidence in Microsoft Office applications including Outlook, MS Word and MS Excel.

Competencies

• Customer Focus – knowledge and ability to provide high levels of service to both internal staff and external customers, leading to high customer satisfaction and established relationships.
• Communication – knowledge of various communication methods, and the ability to present and receive information in the most appropriate and effective matter.
• Problem Solving – knowledge of problem-solving and decision-making techniques, and the ability to generate solutions to problems, then decide on a course of action.
• Adaptability – knowledge and ability to effectively manage ones’ own behavior and positively influence the actions of others during times of change, stress or uncertainty.
• Integrity and Trust – ability to operate with a high degree of honesty and openness, such that respect and trust is earned by coworkers and customers.

Working Conditions and Physical DemandsThe work environment is in an office setting, primarily with the Operations and Executive Office teams. These teams use a combination of telework and on-site workspaces for collaboration. The Administrative Coordinator position is an on-site position with a fixed schedule in office, Monday through Friday from 8:30 a.m. – 4:30 p.m. The position requires lifting and moving objects from 0 – 20 kgs.For further information on the Welcome Home to Canada Program please visit .

Expected salary

$17.75 per hour

Location

Halifax, NS

Job date

Sat, 08 Mar 2025 02:01:23 GMT

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