Administrative Assistant, Front Desk
Administrative Assistant, Front Desk
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Job Description
Job Title:Administrative Assistant Front Desk
Status: Regular Full time (union position)
Hours: 35 hours/week
Schedule:Monday - Friday8.30 AM - 4.00 PM
Grid: 10
Wage: $25.95 - $29.76 (starting $25.95)
Date Posted: August 5 2025
Closing Date: Open until filled
Please note that internal applicants must apply by August 11 2025internal applications received after this date will not be considered as internal and seniority will not apply. Position will remain open until filled.
The Opportunity:
The Administrative Assistant Front Desk provides a welcoming space and assistance to DIVERSEcity clients. This position provides a variety of administrative and clerical assistance in an office setting.
Key Responsibilities:
- Answers calls on a busy switchboard and redirects appropriately;
- Responds to client inquiries via email and other online platforms;
- Greets clients in a professional manner and directs enquiries to the appropriate staff member or alternate agency;
- Monitors visitor waiting area(s) and reports suspicious behavior. Documents unusual occurrences in a timely manner on the appropriate form;
- Maintains in-depth knowledge of DIVERSEcity programs to provide general information to the public as necessary;
- Oversees volunteers and practicum students who are assigned to the front desk;
- Monitors staff and visitors sign-in and sign-out and is aware of staffs whereabouts so as to efficiently deal with calls and client inquiries;
- Ensures facility is welcoming brochure racks and forms are well stocked bulletin boards are current and a professional and safe atmosphere is maintained;
- Opens and closes facility;
- Performs clerical functions such as photocopying scanning and faxing;
- Performs administrative functions such as monitoring and purchasing supplies data entry updating documents mail services and archiving.
- Supports the planning and execution of departmental events and training sessions by scheduling meetings creating presentation materials tracking attendance and supporting team members to create content.
- Maintains orderliness of the lunchroom;
- Purchase and inventory of office supplies;
- First Aid Attendant;
- Acts as an emergency response plan coordinator;
- Other duties as required.
Qualified candidates will possess:
- Completion of grade 12 and completion of up to one (1) year of business of office administration training;
- Minimum 3-years experience in an office environment or a combination of education training and experience;
- Exceptional written and oral English language communication skills;
- Computer and internet skills including Microsoft Office iCare and other databases;
- Minimum 50 WPM typing speed;
- Experience working in funded programs and non-profit preferred;
- Second language an asset;
- Ability to work independently and collaboratively in a dynamic group environment.
A Criminal Record Check is a requirement of employment.
Please note that we currently have staff on the recall list. If an applicant on the recall list applies to this vacancy the provisions under Article 13.5 Recall of the Collective Agreement will apply and we will not consider internal applications from those with less seniority.
APPLICATION REQUIREMENTS:
As part of the application process you will be prompted to complete a short questionnaire. Please ensure all questions are answered.
To view all opportunities at DIVERSEcity visit INFORMATION:
This position is based in our Community Campus office and is in-person services. DIVERSEcity has implemented new safety procedures for in-office and in-person work to view our safety plan please visit candidates will be provided with the training and equipment to safely carry out their duties ensuring the best protection for our staff and clients.
A comprehensive job description will be provided to all candidates shortlisted for interviews.
DIVERSEcity is committed to employment equity and encourages applications from people of all gender identities and expressions persons with disabilities Indigenous peoples and visible minorities. Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact our HR department at (). Any personal information provided will be maintained in confidence.
About DIVERSEcity
DIVERSEcity Community Resources Society is a registered charity devoted to helping newcomers. For 45 years we have focused on providing specialized services newcomers to find employment learn English find housing deal with family challenges work through mental health issues and access medical care. DIVERSEcity is a client-centred organization committed to quality and accountability. We value growth respect integrity and compassion. To learn more about DIVERSEcity visit us at thank all applicants for their interest in this opportunity; however only those selected for an interview will be contacted.
Employment Type
Hourly
