Indigenous Relations Coordinator

3 weeks ago

Winnipeg, Canada Main Street Project Full time

**LOCATION**:661 Main Street & Thunderbird House

**DEPARTMENT**: Indigenous Relations

**REPORTS TO**: Director of Indigenous Relations

**DIRECT REPORTS**: Skabes, Knowledge Keeper

***

Reporting to the Director, the Indigenous Relations Coordinator provides executive support to the Indigenous Director. The Coordinator implements and oversees all aspects of the Skabe’s and Knowledge Keeper’s day to day scheduling and activities. The Coordinator is responsible for the daily administrative operations of the department and coordinates and monitors cultural programs to other departments of Main Street Project

**DUTIES AND RESPONSIBILITIES**

**_ Program & Leadership Support_**
- Ensures work and flow of information is performed accurately, efficiently and expeditiously, and in ways that optimally support the Director Team’s efforts to achieve organizational objectives effectively
- Resolves administrative problems by analyzing information, identifying and communicating solutions
- Participates in the development and implementation of appropriate tools and strategies needed for assessments, program planning/development and evaluation including annual work plans, quarterly and annual reporting
- Organizes, prioritizes and delegates the administrative requests and activities for the agencies indigenous Relations department
- Tracks all time sheets, expenses and requests for holidays or vacation. Sends request to Director for approval
- Purchase supplies needed for cultural activities from appropriate vendors
- Development of relations with external collateral with Office (TBH) landlord for all office needs relating to TBH.

**_ Administrative Support_**
- Independently oversees daily administrative operations including working closely with administrative support staff in a professional and collaborative manner
- Maintain Skabe and Knowledge keepers calendars, including task reminders, of commitments and ensures that all pertinent material/ information is available and organized
- Prepares notices of assigned meetings, agendas, minutes and relevant background information and distributes in a timely manner (including but not limited to meetings with the Board of Directors, Board Standing Committees)
- Attends meetings (flexible hours required) to record minutes and follow-up on action items results from the meetings
- Assists in the preparation of proposals, reports and additional documentation as required
- Assists in development, formatting, proofreading and editing a variety of material including but not limited to: correspondence, minutes, agendas, manuscripts, policies, and preparation of presentations
- Designs, creates and implements professional and standardized templates, spreadsheets, forms, and letters
- Regular communication with the Indigenous Relations Director including regular check-in meetings
- Ensuring proper authorization has been obtained by relevant directors as part of all department operations

**_ Other Requirements_**
- Maintains productivity standards and practices effective time management and prioritization of work
- Participates in interdisciplinary meetings, task forces and projects
- Demonstrates discretion and tact when dealing with highly confidential materials and matters
- Active participation in relevant meetings, committees and assigned projects
- Development and implementation of an individual plan for professional growth and development including participation in professional organizations and activities, workshops, seminars and staff development
- Adherence to Main Street Project policies and procedures
- Adherence with Personal Health Information Act and the Federal Personal Information and Electronic Documents Act
- Represents Main Street Project professionally and competently
- Other related duties as assigned

**SKILLS & SPECIFICATIONS**
- Actively engaged in cultural development
- Demonstrated ability to quickly and accurately learn new electronic/computerized systems
- Demonstrated ability in electronic database record keeping and document management, including electronic network files management, including demonstrated professional ability working with stakeholders of these documents
- Proven ability in taking working notes and then creating, implementing and maintaining professional looking templates and procedure documents, including creating standard forms
- Experience in scheduling and coordinating meetings; recording and preparing minutes and agendas
- Experience in providing human resource administrative support, from recruitment through employee exits/terminations, including administrative support for performance related matters
- Ability to understand, provide feedback and implement necessary revisions to processes and procedures
- Ability to understand the impact system changes have on overall operations and proven ability to professionally work within varying multidisciplinary teams during such change management
- Skilled communicator with excellent

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