Juliana Nishida

About the Candidate

Work Experience:

Settlement Counsellor | 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 during 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 a 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 arrange 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
· Conducted immediate orientations on federal and provincial programs, life in Canada, and community resources
· Coordinated case conferences and scheduled transfers to permanent accommodations
· Researched and compiled community resources for clients’ essential services
· Assisted clients with settlement phase navigation, prioritizing empathy, efficiency, and confidentiality.

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 flights 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 over time.
· 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 communication between departments by promptly distributing correspondence and directing inquiries to appropriate personnel.
· Ensured accurate record-keeping by meticulously maintaining databases and spreadsheets for various departments.

Legal 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, provided 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 judges and lawyers during trials
· Responsible for the publication of the results of the trials in the federal government press

Education:
· Introduction to Trauma Informed Care in the Settlement Sector – Crisis & Trauma Resource Institute (CTRI)
· Trauma Informed Care in the Settlement Sector – Intermediate – Crisis & Trauma Resource Institute (CTRI)
· Certificate in Office Administration – Nova Scotia Community College – Halifax, NS – 2017

Languages:
· Fluent in English and Portuguese / Advanced level in French – ongoing learning