Administrative Coordinator
Job Description
Job Purpose: As an ever-growing and evolving organization, new opportunities for New Dawn as a whole, and for particular divisions within the organization, emerge regularly.
The Administrative Coordinator will be responsible for a wide variety of administrative duties in support of the Cape Breton Island Centre for Immigration.
Candidates will demonstrate exceptional communication skills, handle office duties with care, and efficiently manage the day-to-day administrative operations of the Centre.
The Administrative Coordinator will ensure client inquiries are met in a timely and effective manner. In this integral operational role, you are the first point of contact for CBICI and its clients, partners, and the public. When welcoming clients and visitors into the Centre (via phone, e-mail, social media, and in-person) you will demonstrate enthusiasm, empathy, organization, and
Confidentiality and professional interactions with employees, management, clients and community partners will be required. Service and excellence are top-of-mind for you, and you are always looking for ways to improve how and what we deliver to the community and our guests, clients, tenants, and partners.
Where CBICI and Cape Breton Island aim to settle and orient newcomers (international students and graduates and their families), preference will be given to newcomer applicants.
New Dawn Enterprises is a designated employer under the Atlantic Immigration Program, offering permanent residence support to eligible employees.
Administrative Duties:
- Manage reception desk
- Greet clients to the Centre; help them find who/what they are looking for
- Respond to general inquiries via phone, e-mail, social media and in person
- Connect clients to other staff/resources as needed
- Respond to calls and voicemails in a timely manner
- General email inbox maintenance
- Book/confirm appointments for Centre staff/Centre clients
- Complete client intake paperwork
- Draft internal and external correspondence as needed
- Take and distribute meeting minutes
- Schedule internal/external meetings as needed
- Assist with social media content/postings
- Data entry (client information, survey information)
- Other duties as assigned
Core Competencies
- Communication
- Responsibility
- Trustworthiness & Ethics
- Organization
- Teamwork Skills
- Attention to detail
- Self-motivated and able to work semi-independently
- Well-developed interpersonal and communications (oral and written) skills
- Highly organized, with ability to multitask
- Effective time management skills
Qualifications
- Administrative Diploma and/or administrative office experience
- Experienced with Microsoft Office Suite (Outlook, Word, Excel, Power Point).
- Experienced in the use of office equipment (computer, voice mail, printer/copier)
- Maintains positive working relationships to achieve goals of the organization
Assets
- Experience with newcomers
- Understanding of government forms and processes as they relate to client’s needs
Work Conditions
- Long periods of sitting/concentrating
- Maybe required, from time-to-time to assist with event set-up (moderate lifting/moving)
- Willingness to work evenings and weekends as needed
- Repetitive work