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Project Assistant

4 months ago

Victoria, Canada BC Association of Aboriginal Friendship Centres Full time

**Project Assistant / Administrative Assistant**

Term Position / Full-time/ 35hr work week / to March 31, 2025

Located within the territory of WSÁNEĆ (Saanich), Lkwungen (Songhees) and Wyomilth (Esquimalt) peoples based in Victoria, BC

**EXTERNAL POSTING**

**THIS POSITION IS OPEN TO INDIGENOUS PEOPLES ONLY**

The BC Association of Aboriginal Friendship Centres (BCAAFC) is an innovative organization working collaboratively with its member centres and partners to support urban Indigenous people through supporting the work our of 25 BC Friendship Centres.

The BCAAFC is seeking a qualified Indigenous individual to cover two separate part time roles resulting in a full time position. This position will work with the Reconciliation Project Coordinator and provide administrative support to this position. This position will support work on the BCAAFC Reconciliation Project including an Indigenous focused MBA development, Indigenous Cultural Safety Training, Self-assessment tools and more to support reconciliation in the social service sector across BC. This position is currently funded until March 31, 2025 we anticipate continuing based on funding availability.

**Project Assistant Role - Key Duties and Responsibilities**

Reporting to the Reconciliation Project Coordinator, the Project Assistant collaborates to plan and implement the ≈2 year program. Duties include:

- Create project action plans for the Reconciliation project (s) including goals, timelines, milestones, resources needed and budget
- Support the coordination and planning for the expansion of the Safe Space App
- Support and coordination and planning for the development of the sector Educational/Training Project
- Support Reconciliation Project Team including recruitment, work plans for the Curriculum Developer; Facilitators/Training Team; Platform coordination; and Evaluator
- With direction from the Project Lead, provide detailed reporting on all aspects of the Reconciliation Project
- Organize and support Advisory council
- Assist in keeping organized records of documents, keeps updated budgets and timetables, and collects progress reports.
- Assist in ensuring the project teams have the resources they need, within the budget, including office supplies and tools,
- Assist in preparing reports for data collection and analysis, correspondence related to the project, and
- maintaining project records and regulatory documents
- Provide monthly work plans, evaluation, and status updates on workload to the Project Lead
- Participates in weekly team conference calls

**Administrative Assistant Role - Key Duties and Responsibilities**
- Help with financial reviews for internal budgeting
- Assist with program support for the BCAAFC Reconciliation Project
- Prepare and format all reports/presentations using professional report writing standards as guidelines including ensuring the accuracy of spelling, grammar and other structural elements.
- Organize project advisory meetings and other events including scheduling, booking rooms, arranging catering, ordering and setting up audiovisual equipment
- Take minutes for Advisory committee
- Assist in data collection related to project and agency reports
- Maintain communication with project advisory committee
- Provides administrative support to ensure efficient operation of office.
- Answers phone calls, schedules meetings and supports visitors.
- Carries out administrative duties such as filing, typing, copying, binding, scanning etc.
- Maintain electronic and hard copy filing system
- Handle requests for information and data
- Resolve administrative problems and inquiries
- Prepare written responses to routine inquiries

**Knowledge and Abilities**
- Knowledge and understanding of urban Aboriginal communities and the roll of Friendship Centres
- Knowledge of related service and Government organizations including ASETS holders, social innovation and entrepreneurship supports and programs
- Experience working with Aboriginal communities and urban Aboriginal service organizations especially in the employment, training and education sectors
- Excellent organizations skills and scheduling skills with the ability to work without supervision and within in a team -based work model
- Strong administrative skills with experience managing files
- A high energy level with a determined, positive and productive attitude
- Excellent communications and interpersonal skills, both verbal and written and customer service skills
- The ability to work under pressure within a fast paced changing and flexible environment
- Strong time management, and problem solving skills
- Ability to advocate self, and others in a clear and effective manner
- Demonstrated ability to manage an online presence including strong working knowledge of social media tools
- Experience working in fast paced work environment with sometimes shifting priorities
- Extensive computer and software skills
- The ability to work well in a team based projec