Administrative Assistant to The Office of The

1 week ago

Sault Ste Marie, Ontario, Canada Algoma University Full time

Job Title:
Administrative Assistant to the Office of the Nyaagaaniid:

  • Administration_

Position Status:
Permanent, Full-Time

Non-Union

Department:
Office of the Nyaagaaniid, Mukwa Waakaai'gan, EDI and
Student Success

Supervision Received:
Executive Assistant to the Nyaagaaniid

Location:
Sault Ste. Marie, ON

PRIMARY FUNCTIONS:
A. Operational Support 45%

B. Event Coordination 45%

C. Other Duties 10%

TOTAL 100%
The Office of the Nyaagaaniid models a welcoming, inclusive safe space to both learn and work, and has a strong commitment to Algoma University's Special Mission, Indigenization,

Decolonization, Equity, Diversity, and Inclusion (EDI), and the Seven Grandfather Teachings, all of which guide the work and interactions of the office.

Algoma University is a multi-campus university with locations in Timmins, Brampton, Mississauga, and Sault Ste. Marie, and it is expected that the department works collaboratively to support all locations.


Reporting to the Executive Assistant, the Administrative Assistant provides services that support the day-to-day operational administrative needs of the Office of the Nyaagaaniid and subsequent departments.

The incumbent ensures the needs of the office and employees are met in a timely manner.

This position requires high confidentiality, good judgment, common sense, exceptional attention to detail, adaptability, and the ability to work under challenging time constraints and conditions due to various priorities within the Office of the Nyaagaaniid.

The incumbent will be required to continuously shift priorities in order to meet the changing demands of the Office of the Nyaagaaniid, and is expected to display high standards of diplomacy and professionalism.


RESPONSIBILITIES:

A. Operational Support (45%)

-Coordinate and track departmental expenses specific to the Nyaagaaniid's spending, ensuring proper submission on Beanworks; invoicing, purchasing, purchase orders, payments, vendors, etc.

-Organize and reconcile all spending on the corporate credit card in a timely manner, ensuring spending is in accordance with policies and procedures at the institution.

  • Prepare honorariums as requested by the VP Nyaagaaniid and EA to the Nyaagaaniid from the Office of the Nyaagaaniid Cash Box, adhering to the policies and procedures as outlined by the Financial Services Department.

-Assist with coordination and organization of meetings as required, including logistics, materials, catering, bookings, equipment, preparation, and execution.

  • Provide realtime support during meetings as required including taking minutes and following up on action items.

-Assist with errands related to the Office of the Nyaagaaniid, including picking up supplies and equipment, as necessary.

-Support confidential records management, including the creation of new files when projects/initiatives are started, expiration of old files, as well as the requesting of, and contribution to, current files.

  • Develop and maintain a confidential recordkeeping system within the Google Drive of the Office of the Nyaagaaniid, adhering to access and sharing policies and restrictions as outlined by the Executive Assistant to the VP, Nyaagaaniid.
  • Maintain strict confidentiality when dealing with Senior Executive level information, documents, meetings, correspondence, etc.

-Assist in the maintenance of monitoring systems to track departmental priorities.

-Assist with the planning and coordination of all travel arrangements, conference registrations, itineraries, and all other travel documents, authorizations, claims, and reconciliations as per university policy for the Vice-President, Nyaagaaniid (and guests, as requested).

-Assist in the coordination of the yearly (and ongoing) planning of both the Office of the
Nyaagaaniid and the Vice-President Nyaagaaniid's schedule.

  • Provide vacation/absence coverage for Executive Assistant to the Nyaagaaniid.

B. Event Coordination (45%)

  • Work collaboratively with the Administrative Assistant, Mukwa Waakaa'igan,

Anishinaabe Academic Resource Centre, and Shingwauk Residential School Centre teams, as well as the Administrative Assistant, EDI, for larger scale events.


  • Coordinate, schedule, plan, and execute events/functions related to the Office of the
Nyaagaaniid.

  • Act as Nyaagaaniid's Lead for Institutional & Partnership Events, completing tasks as assigned on behalf of the Office of the Nyaagaaniid.
  • Work collaboratively with internal and external partners to ensure the successful execution of events and strengthened relationships.
  • Assist with the coordination of Dignitary visits as assigned by the Senior Executive team, working in collaboration with the departments of Marketing & Communications and Strategic Advancement & Alumni Affairs.
  • Prepare agendas, itineraries, work plans, and other related documents for all events/functions hosted by the Office of the Nyaagaaniid.
**C. Other Dutie

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