Administrative Assistant - Settlement Workers in Schools; SWIS

Position: Administrative Assistant - Settlement Workers in Schools (SWIS)

Job title: Administrative Assistant

Department: Newcomer Community Services Department- SWIS

Reports to: Manager, Newcomer Community Services

Hours of work: 8:30 a.m. to 4:30 p.m.

Final date to receive applications: December 17, 2025.

Job Purpose

This position supports the smooth operation of program activities by coordinating information flow, maintaining records, preparing reports, assisting with event planning, and providing administrative support to the SWIS Team. The role contributes to the effective delivery of settlement services that help newcomer students and families integrate successfully into the school system and the community.

Company Overview

The Community Development Council Durham (CDCD) is an independent, not-for-profit social planning organization that has been working to enhance the quality of life for individuals, families, and communities in Durham for over 55 years. We organize a variety of research, community development, and social planning initiatives as well as administer and deliver front‑line social service programs. Please visit us d.org for more information.

Duties

And Responsibilities Administrative Support

• Provide day-to-day administrative assistance to the SWIS team, Program Manager and Team Lead.
• Provide support to the SWIS Steering Committee, including taking minutes, scheduling meetings, and coordinating related communications.
• Prepare correspondence, reports, meeting minutes, and other documentation as necessary.
• Maintain organized filing systems (digital and physical) for program records.
• Schedule meetings and appointments.
• Monitor and order office supplies, ensuring adequate inventory levels.

Data Management and Reporting

• Generate and compile monthly, quarterly, and annual reports as required.
• Ensure data accuracy, confidentiality, and compliance with privacy requirements.
• Track attendance and participation for workshops, events, and school‑based activities.

Communication and Coordination

• Serve as a point of contact for inquiries from schools, families, and community partners.
• Direct calls, e‑mails, and requests to appropriate staff members.
• Support communication between Settlement Workers, school administrators, and community agencies.
• Distribute program updates, event notices, and resource materials.

Event and Workshop Support

• Assist in planning and organizing school and community events.
• Prepare registration lists, promotional materials, and participant packages.
• Record attendance and collect participant feedback for evaluation.

Financial and Administrative

• Process invoices, expense claims, and reimbursements in accordance with organizational policies.
• Support budget tracking and financial reporting under the direction of the Program Manager and Team Lead.
• Maintain accurate records of program expenditures and supplies.

Skills And Abilities

• Strong organizational and time‑management skills with attention to detail.
• Excellent written and verbal communication abilities. Intermediate‑level proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and database systems.
• Proficiency using Microsoft Forms; experience with Microsoft Power Automate is considered an asset.
• Experience working with Microsoft One Drive and SharePoint for file management and collaboration.
• Skilled in using Canva to create promotional designs and other communication materials.
• Ability to manage multiple priorities and meet deadlines in a fast‑paced environment.
• Professionalism, discretion, and commitment to confidentiality.
• Cultural sensitivity and understanding of newcomer and settlement issues.

Core Competencies Valuing Diversity and Social Change

Supports and promotes an environment that holds opportunities for all, regardless of race, ancestry, colour, ethnic origin, citizenship, creed, religion, sex, sexual orientation, age, family status, or disability; fosters a climate of inclusion, where diverse thoughts are freely shared and integrated. Understands social justice; all groups and individuals receive fair treatment and an equitable share of the benefits of society.

Culturally‑Sensitive

Recognizes, understands, and applies attitudes and practices that are sensitive to and appropriate for people with…