About this role
MOSAIC operates on traditional and unceded Coast Salish Territories, the ancestral lands of the sḵwx̱wú7mesh, sel̓íl ̓witulh, xʷməθkʷəy̓əm, qiqéyt, sc̓əwaθən məsteyəx, kʷikʷəƛ̓əm, q̓ic̓əy̓, qʼʷa:n̓ƛʼən̓, SEMYOME, S'ólh Téméxw (Stó:lō), Stz'uminus, WSÁNEĆ and Matsqui nations where we are privileged to carry out our mission.
WHY YOU SHOULD WORK WITH US:
MOSAIC is one of Canada’s largest settlement non-profit organizations. Our newcomer services change the lives of immigrants, refugees, and individuals from diverse backgrounds in Greater Vancouver and throughout BC. Since 1976, MOSAIC has worked to strengthen communities by advocating for positive changes and supporting newcomers in building their new lives in Canada. As an employer, we are committed to fostering a diverse and inclusive workplace where employees can trust that their skills and contributions are valued. We advocate for and promote equitable employment opportunities for women, Indigenous Peoples, people with disabilities, persons of diverse sexual orientation, gender identity or expression (2SLGBTQI+), and racialized individuals. We have been recognized in the 2019 List of Best Workplaces™ in Canada (100-999 employees), the 2020 list of Best Workplaces Managed by Women and 2021 List of Best Workplaces™ in Canada (100-999 employees) by the Great Place to Work® Institute. Our employees benefit from many diverse perspectives, taking part in training opportunities for career growth.
Today the organization engages and serves over 26,000 clients per year at 47 service and community locations in Greater Vancouver through a wide range of high-quality settlement and integration programs including services geared towards youth and family, interpretation and translation, language and workplace training, counselling, and employment. As a certified living wage employer and a CARF-accredited organization, MOSAIC is among the country’s largest immigrant-serving organizations and enjoys a superb reputation, a solid financial position, and a hugely compelling mission.
JOIN OUR TEAM!
We are looking for a motivated Program Assistant to join our Research & Innovation (R&I) Refugee Employment Support Program team! The program aims to provide cohort-based training and support for refugees during their first year in Canada, helping them overcome barriers to employment and feel empowered throughout their settlement journey. Once the cohort-based training is completed, we will collect data, evaluate the program's outcomes, and determine whether it can be replicated by other service providers. Not sure if you're 100% qualified? We encourage you to apply anyway! MOSAIC is an equal opportunity employer. We encourage people from all backgrounds, spaces, and abilities to apply.
POSITION FUNCTION:
The Program Assistant provides support to the program Managing Coordinator and clients through the delivery of administrative and clerical assistance, marketing support, research, writing, and analysis functions.
KEY DUTIES AND RESPONSIBILITIES:
• Coordinate the flow of information internally and externally
• Answer and initiate email, inquiries and other correspondence;
• Data entry, word processing, spreadsheets, and presentations;
• Enter/record financial and other data; may code and obtain relevant approvals for invoices;
• May document and maintain client activities in databases, or document and collect data to produce contractual reports or statistics for funders.
• May order/purchase supplies (office, program, event);
• Schedule in-person or virtual meetings and/or events and provide administrative support as required;
• May produce and format department forms, manuals, and/or presentation material
• Supports clients through registration, record maintenance, reporting, information and referrals, and assists with staff or volunteer onboarding and orientation as needed.
• Support the evaluation of the program or project; assist with the administration of feedback surveys;
• Promote the program or project to interested clients; answer client questions both in-person and by email regarding registration; refer complex questions to the managing coordinator for follow-up;
• May provide general orientation to the facilities for clients/community partners/stakeholders both in person and over the phone.
• May assist staff in planning special events for clients and act as a central contact for special events.
• Participate in partnership, departmental, all-staff, and relevant community meetings, in-service training, and other training.
• May assist with coordination, preparation, and distribution of presentations, reports, annual reports, applications, proposals, and budgets.
QUALIFICATIONS:
• Completion of secondary school and completion of a two-year college or other program for administrative assistants, and/or comparable experience
• At least 1 year of administrative or clerical support experience in a non-profit environment, either settlement or employment program and/or research or data collection experience
• Knowledge of office management principles, methods, and procedures; sorting/filing techniques, records retention policies and schedules; proper spelling, grammar, punctuation, and sentence structure; documentation of services and diversity
• Excellent English verbal and written communication skills; other languages are an asset
• Great Interpersonal skills
• MS Office suite; strong proficiency in Excel and Word
• Organized and able to set priorities and meet deadlines
• Able to work independently and with a team
• Able to take initiative
• Problem-solving and troubleshooting skills
• Tactful, discrete, diplomatic, patient, flexible
• Able to work under pressure
• Customer service skills
• Cultural awareness
• Current and satisfactory Criminal Record Check is required
• Keyboarding speed of 30-45 wpm is an asset
COMPENSATION: $24.94 - $27.54 per hour
BENEFITS:
A competitive benefits package is provided with contracts of at least 1 year in length and which offer a minimum of 17.5 hours of work per week.
HOURS: Part-time, 21 hours per week; one year, fixed term contract
The successful candidate is expected to work two days per week in the office, and one day work from home.
When the cohort training program is in session, the successful incumbent must be on site. May work the occasional weekend or evening as needed.
The successful candidate must be able to commute to either the Highgate office (Units 310 & 315 - 7155 Kingsway, Burnaby) or the Surrey Newcomers Centre (Suite 200-7134 King George Blvd. Surrey).
DEADLINE: September 1, 2026, by 4:30 pm
IMPORTANT NOTES:
• MOSAIC is an equal-opportunity employer. We encourage people from all backgrounds, spaces, and abilities to apply.
• Before applying, you must be legally permitted to work in Canada through citizenship or permanent resident status. If you have a work permit, please ensure that it allows you to work for the duration of this position.
• We are committed to creating a safe and healthy working environment for our employees. MOSAIC employees are expected to adhere to several policies and procedures such as Right to a Respectful Workplace and Code of Conduct.
$24.94 - $27.54 per hour