Intake Receptionist in Calgary, Alberta at Calgary Immigrant Educational Society

About TIES

The Immigrant Education Society (TIES) is a not-for-profit registered charitable organization that has been actively serving newcomers and low-income Calgarians since 1988. TIES' primary goal is to provide immigrants and economically disadvantaged individuals with a solid foothold in Canada and afford them the opportunities to feel belonging in their new community.

To provide high-quality, innovative language education, economic empowerment support, and holistic services for newcomers and Canadians in need, along with community-based research that benefits the broader community.

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At TIES, we offer more than a job. We offer the opportunity to shape inclusive systems, strengthen communities, and contribute to meaningful social change. Our work is grounded in our values of Togetherness in Action, Inclusivity by Design, Empowerment with Purpose, and Strength in Curiosity.

If you are passionate about building inclusive workplaces and contributing to community impact, we invite you to apply to this opportunity.

About the Position

• Position Title: Intake Receptionist, LINC Program
• Job Type: Part Time
• Schedule: Monday to Wednesday: 4:15 p.m. to 9:15 p.m.

Thursday: 1:15 p.m. to 9:15 p.m.

• Work Location: Onsite(Westwinds)
• Department: Language Instruction for Newcomers to Canada
• Reports to Senior Coordinator, LINC Program

Position Overview

Reporting to the Senior Coordinator, LINC Program, and the Manager, LINC Program, the Intake Receptionist, LINC Program is responsible for managing client flow for the IRCC-funded LINC programs, conducting client intake processes, and providing additional clerical and administrative support in a professional and courteous manner.

The Intake Receptionist’s primary responsibilities include facilitating client intake and referral processes, addressing client inquiries, and managing the LINC waitlist. Additional duties may include supporting other LINC program activities as needed.

Primary Duties & Responsibilities

Client Services and Intake Support

• Handle client inquiries in a professional and courteous manner in person, over the telephone or via email; direct calls to appropriate TIES personnel/department; assist in handling referrals for society clients
• Conduct client intakes and add the client info to the relevant LINC databases: SchoolSense and iCare and LINC waitlists
• Follow proper procedures when registering clients, phoning clients, and assisting clients with course registration
• Understand and be well-versed in program information including but not limited to program eligibility, delivery format, schedules, corresponding staff, etc.

Administrative and Program Support

• Record information regarding students' absenteeism under Notes in SchoolSense and notify the coordinator and teacher via email or a note that the student will be absent from class
• Assists LINC Intake Coordinators with the required paperwork for field trips, including waiver forms and the distribution of tickets to clients
• Support LINC department through various tasks, including but not limited to: scheduling appointments; providing program information to inquirers; collecting client information; checking general office voicemail and delivering messages to the appropriate staff; providing clerical assistance
• Photocopy, prepare required TIES forms, and post/distribute notices and memos to TIES staff and students
• Print all notices and other documents on TIES templates approved by the Communications Department

Reception, Facilities, and Front-Line Operations

• Maintain basic security by locking all classrooms and computer labs, monitoring the flow of people through reception and parking lot, registering visitors, and watching out for any suspicious activities at reception
• Coordinate client Maintain a clean, organized and presentable reception area to create a professional and welcoming atmosphere
• parking and fee collection (if applicable)
• Ensure that all notices and other documents displayed at the reception are kept neat, clean, and properly arranged.

Team Support and General Responsibilities

• Contribute to the TIES team effort by accomplishing related results as needed
• Be able to work at different TIES locations and different schedules according to the Society’s operational needs.
• Perform other job-related duties as requested by the LINC Senior Manager/LINC Manager

This position description reflects the general duties of the role but is not intended to be a detailed description of all duties. The LINC Intake Receptionist may be asked to perform other duties as required or assigned.

Core Competencies

Communication & Collaboration: Communicates clearly, coordinates at all levels and follows up consistently.

Inclusivity & Cultural Responsiveness: Demonstrates respect for diversity and supports equitable, culturally responsiveness.

Adaptability & Resilience: Remains flexible, professional, and solution-focused during change and busy periods.

Instructional & Service Excellence: Delivers accurate, timely, and policy-aligned service and support.

Continuous Learning & Growth Mindset: Seeks feedback, learns continuously, and contributes to improvement.

Leadership & Accountability: Takes ownership of work, maintains confidentiality, and acts with integrity.

Requirements / Qualifications

• College diploma in Business Administration, or an equivalent combination of certificate(s),experience and transferrable skills
• Minimum of one year of work experience in an office setting
• Experienced in a non-profit sector
• Proficiency with Microsoft Office and digital documentation systems

Work Conditions

1. Regular interaction with clients, instructors and staff in a fast-paced front office environment

1. Periods of increased activity related to intake cycles, waitlist management, reporting and registration

1. Work involves extended periods of sitting, computer-based tasks and occasional classroom supervision or coverage

What We Offer

Your wellbeing matters here. TIES offers a comprehensive total rewards program that supports your health, balance, and professional growth, including:

• Competitive salary and a focus on health and wellbeing, including access to employer paid extended health benefits, dental benefits, and employer matched RRSP contributions
• Commitment to your mental wellbeing with free and confidential support through the Employee & Family Assistance Programs
• Work life balance, including paid vacation, personal days, and paid statutory holidays
• Supportive work environment, staff celebrations with training and development opportunities

TIES is proud to be an equal opportunity employer; we welcome and encourage applicants from diverse backgrounds and experiences. If you are passionate about our mission and can contribute to our team, we encourage you to apply.

All qualified applicants will receive consideration for employment without regard to race, color, religious beliefs, gender, gender identity or expression, family status, marital status, sexual orientation, place of origin, source of income, mental and physical disability, age or veteran status.

Join Our Team

If you are passionate about building inclusive workplaces and strengthening communities, we invite you to apply.

The successful candidate must complete a Police Information Check with Vulnerable Sector Search and a Child Intervention Record Check.

Applications will be accepted until a suitable candidate is found.

TIES is committed to providing reasonable accommodation throughout the recruitment process. To request accommodation, please contact us.