Juliana Nishida

About the Candidate

Organized and dedicated professional with a proven track record of exceptional customer service in fast-paced environments. I offer keen attention to detail and strong decision-making skills to manage multiple concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments. Personable worker committed to maintaining positive communications and relationships with clients, leadership, and stakeholders. Excellent case management, record-keeping, and problem-solving capabilities.

 

Technical Skills:

· Superior Data Entry and Information Management

· Proficient in Microsoft Office 365 (Word, Excel, Outlook, Teams, SharePoint, PowerPoint, Forms)

· Proficient with Google Sheets and Google Docs

· Expertise in Adobe Acrobat Reader

· Experienced in filing and records management systems

· Experience with various SAP systems

· Experience in procurement and purchases

· Coordination of appointments, calendars, programs, and Information Sessions

· Proficient in Spreadsheets and reports (including Pivot tables and finance reports)

Soft Skills:

· Experience in fast-paced environments

· Highly developed cross-cultural skills

· Excellent communication, listening, and problem-solving skills

· Attention to detail, reliability, self-motivation

· Excellent time management, prioritization, and organizational skills

· Ability to lead and work under pressure to meet tight deadlines and organizational goals

Experience handling sensitive and confidential information

· Broad flexibility and adaptability

· Committed to excellent customer service

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Work Experience:

Case Manager | ISANS – Immigrant Services Association of Nova Scotia
Jun 2023-Aug 2024
Supporting Government Assisted Refugees (GAR) and EMPP (Economic Mobility Pathways Pilot) during pre-arrival and their first year in Canada, ensuring a smooth settlement.

· Establishing and maintaining administrative processes for accurate reporting and program evaluation

· Managing document recording, processing, and storage using NewOrg and Lampss systems

· Organizing and entering data on Settlement Site – SharePoint and handle general administrative tasks

· Processing various applications and documents such as Child Benefit, GST, and Income Assistance

· Providing empathetic guidance to clients using Trauma Informed and Empowerment Approaches

· Handling clerical tasks, including photocopying, faxing, scanning, and report generation

· Coordinating logistics for staff training, service quality control, and workshops

· Conducting Orientation Sessions on topics like the Canadian education system and tenant rights

· Providing reception backup and arranging interpreters as needed

· Facilitating internal referrals to Employment, Language, and Translation Services

· Making external referrals to Access Justice, food banks, YMCA, and Access Nova Scotia

 

Temporary Accommodation Coordinator | ISANS – Immigrant Services Association of Nova Scotia
Jan 2023 – Jun 2023

· Managed profiles and information for Government Assisted Refugees (GAR) in NewOrg and ETO Systems

· Maintained Excel spreadsheets and introduced new technological tools for improved accuracy and communication

· Coordinated client access to IRCC – RAP support services, including document preparation

· Oversaw logistics for Port of Entry arrivals, managing hotel bookings, transportation, meals, hygiene supplies, and winter clothing distribution

· Monitored service delivery in temporary accommodations, ensuring client safety and needs were met

· Provided specialized support for clients with disabilities and facilitated urgent mental health assistance referrals

· Collaborated with IRCC to enhance welcome services for clients

· Coordinated case conferences and scheduled transfers to permanent accommodations

· Researched and compiled community resources for clients’ essential services

Program and Client Services Assistant – Refugee Resettlement Team | ISANS – Immigrant Services Association of Nova Scotia
Jun 2022-Dec 2022

· Managed data entry and updated profiles in NewOrg and ETO systems

· Oversaw on-call timesheet management, ensuring accuracy and timely submission to Payroll

· Prepared and distributed meeting minutes and created various documents and presentations

· Utilized proofreading skills for accuracy in documentation

· Handled data sorting from Charter Flights Manifest and administered budget monitoring

· Procured and managed deliveries of winter gear for clients

· Provided comprehensive support to the RAP Coordinator, including logistics for food, hygiene items, and transportation

· Responded promptly to urgent client needs

· Organized events, offering support and refreshments for meetings and training sessions

· Assisted the RAP Team during charter flight operations

 

Verification / Resident Records Management Clerk | Dalhousie University, Faculty of Medicine
Jan 2021-May 2022

· Handled inquiries via phone, email and in person from medical residents, program administrators, and credentialing offices

· Organized offsite storage facilities for long-term document retention, optimizing space utilization in the office.

· Developed a comprehensive filing system to improve document tracking and ease of access for authorized personnel.

· Catalogued incoming documents daily, ensuring accurate indexing for efficient retrieval later.

· Created highly detailed reports outlining key metrics related to records management performance and trends

· Managed file organization and retrieval, both electronic and physical

· Updated Resident Information using Access, DalMedix, and ONE 45 databases

· Provided enrollment and verification letters, promotion notices, and certificates

· Generated reports from Access and prepared Excel spreadsheets

· Supported academic cycle operations: registration, promotions, leaves, transfers, and tuition

· Conducted clerical tasks, including filing, scanning, and correspondence management

· Prepared and managed file storage with Iron Mountain and digitized documents using LaserFiche

 

People and Culture Assistant | ISANS – Immigrant Services Association of Nova Scotia
Dec 2019-Jan 2021

· Managed electronic and hardcopy employee files

· Conducted records management and data input for hiring processes, including ADP account creation and time-off balance calculations

· Prepared employment documents such as contracts, letters, and reports

· Provided support to ISANS employees on leaves, time-off balances, and onboarding/offboarding

· Tracked data practices and program statuses, reporting to the Director

· Ensured timely completion of new hire, transfer, departure, and leave procedures

· Assisted during annual fiscal year-end processes and related logistics

· Performed clerical duties including photocopying, digitalizing, and mail handling.

· Contributed to a positive work environment with strong interpersonal skills and proactive teamwork attitude.

 

Substitute Administrative Assistant | Halifax Regional Centre for Education – HRCE
Aug 2019 – Dec 2019

· Produced documents using Office Suite applications

· Managed student information in PowerSchool

· Filed printed and digital documents, including confidential materials

· Provided administrative support to teachers, principals, and students

· Monitored and recorded student absences via phone

· Offered services from pre-primary to adult students

· Provided emotional support to students and parents and administered first aid

· Handled payments and student fees.

· Enhanced department communication by promptly distributing correspondence and directing inquiries to appropriate personnel.

· Ensured accurate record-keeping by meticulously maintaining databases and spreadsheets for various departments.

 

Legal Administrative Assistant | Tribunal Regional Federal da Primeira Região |Brasil
Aug 1996 – Feb 2014

· Data entry: entered and updated the status of deeds and lawsuits

· Prepared, reviewed, and distributed certificates of criminal and civil records

· Responded to inquiries from lawyers and the public, providing information about cases, judgment dates, judgment results, and deadlines for appeal

· Received, classified, and distributed petitions

· Formatted and proofread all official documents

· Processed deeds and lawsuits

· Prepared shipments and mail, reviewed and modified documents

· Supervised other Legal Administrative Assistants – trained and supervised interns from Jan 2006 to Dec 2009. While in this position, the backlog was cleared of thousands of unpublished court decisions reducing from 34,000 to 8,000 in 3 years

· Collected data to produce statistical reports, plans, projects, and programs

· Assisted staff and lawyers during trials

· Responsible for the publication of the results of the trials in the federal government press

 

Languages:

· Fluent in English and Portuguese / Intermediate level in French – ongoing learning

 

Education:

· Certificate in Office Administration – Nova Scotia Community College – Halifax, NS – 2017