Administrative Assistant - Refugee Office

Position: Administrative Assistant, Refugee Ministries, Pastoral Services
Primary Work Location: 85 Park Street East, Windsor, Ontario
Commitment: 35 hours per week - typical working hours 8:30 a.m. – 4:00 p.m. (30 minutes unpaid lunch) Monday to Friday.  Schedule flexibility to assist with greeting refugees and/or other events in the evenings and/or on weekends is required.
Compensation: Anticipated hourly rate: $22.00 to $22.81. Placement within this range is commensurate with relevant industry experience, qualifications (education, skills) and/or professional designations. This position is eligible for participation in the lay staff benefits and pension plans.
Posting Date: July 21, 2026
Closing Date: August 9, 2026
Position Vacancy: this position is currently available.

POSITION SUMMARY:
Reporting to the Director of the Refugee Ministries Office, the Administrative Assistant – Refugee Ministries performs a wide variety of clerical, receptionist and administrative based duties to support the Inland and Overseas Protection of Refugees Ministries.

SUMMARY OF DUTIES:

• Office Reception: Greets and assists walk-in visitors and clients in a welcoming manner that promotes the feeling of a safe environment for all.
• Answers Phone Calls: Receives phone calls and determines client needs. Triages most urgent situations and passes on messages as required  
• Manages calendars: Manages the calendars of the Ministry Specialists for Inland Protection / Overseas Protection of refugees and schedules appointments as needed.
• Completes registration lists for private sponsorship, including: 
  1. Makes preliminary telephone calls to explain the process and eliminate unqualified cases 
  2. E-mails Refugee Resettlement Questionnaires (RRQ) to eligible Co-sponsors 
  3. Schedules interviews for eligibility determination; secures meeting space in Windsor and/or at the Diocesan Centre for in-person eligibility determination interviews. 
• Assists with refugees’ arrivals: Confirms IRCC arrivals’ information with Co-sponsors, explains after-arrival steps and/or schedules phone / in-person meetings with the Ministry Specialist as needed.
• Settlement Follow-ups: Makes follow-up contact with sponsored refugees during their first 12 months (2^nd, 6^th, 11^th month) and reports any abnormal situations. 
• Manages expenses: Submits expenses for both Ministry Specialists and forwards reports to the Diocesan Centre as required.
  • Performs other clerical based tasks as required, including but not limited to: receives and sends mail, maintains office supplies, prints orientation packages, preparation of and distribution of required agendas, meeting minutes, follow ups, meeting material packages, catering and/or equipment needs, etc. 
  • Performs other duties of a similar nature as assigned.

QUALIFICATIONS AND REQUIREMENTS:

• Diploma or degree in Office Administration or a related field of study.
• Minimum of 2 years of experience in a professional administrative environment.
• Excellent professional level verbal and written communication skills in English is required.  
• The ability to speak and read additional languages, particularly French, Spanish and Arabic is an asset.
• Prior experience with Canadian refugee and immigration programs, international human rights, and /or Catholic social teachings is a benefit.
• Lived refugee experience is considered an asset.
• Prior experience providing effective customer service.
• Strong organizational skills with the ability to effectively multi-task, prioritize and meet deadlines. 
• A team player who is adaptable, proactive, and resourceful in solving problems.
• Strong interpersonal skills to work collaboratively with clients, colleagues, and external parties.
• Ability to maintain strict confidentiality of highly sensitive materials.
• Proficient in Microsoft 365 and Office Suite (Word, Excel, Outlook), comfortable working with database systems and document management systems. 
• Collaborative, supportive, flexible team player with a high degree of initiative.
• Resourceful self-starter with thorough attention to detail and a desire to produce quality projects and results.
• Professional representative of the Diocese of London at all times, with an understanding of and desire to support and promote the mission of the Diocese of London.
• Ability and willingness to work some evenings and/or weekends to assist with welcoming refugees, events, meetings, etc.

 
The successful candidate will be required to obtain an acceptable, to the Dioceses, Police Check. 
 
Note: All new staff are required to complete online mandatory training available in English or French. Basic computer and reading proficiency to successfully complete this education is required. Please submit your resume along with references and a pastoral letter of recommendation to:  
[email protected]
 
We thank all who apply to this position for their interest, however, only those selected for an interview will be contacted.
 
The Diocese of London is an equal-opportunity employer, and we value the importance of diversity and dignity in the workplace. In keeping with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, we are committed to providing suitable accommodation throughout the recruitment process. If you are contacted for an interview and require accommodation to participate in the recruitment and selection processes, please make your needs known at that time.