Administrative Assistant, Indigenous Affairs

7 months ago

Thunder Bay, Canada Northern Ontario School of Medicine Full time

Reporting to the Director of Indigenous Affairs, the Administrative Assistant provides administrative assistance and support to the Indigenous Affairs (IA). The Administrative Assistant also assists learners, staff and faculty with their needs and inquiries, redirecting them to appropriate staff as necessary.

The primary purpose of Administrative Assistant position for the Office of Indigenous Affairs is to provide direct administrative support to the Director, IA and the secondary function is to provide administrative support to the Indigenous Reference Group (IRG). This position also provides administrative support to Indigenous Affairs members in addition to being the front liaison for Indigenous Affairs. Furthermore, this position is responsible for management of the Indigenous Affairs and IRG websites.

This position is covered by the Terms and Conditions of the OPSEU Unit 677 Collective Agreement (Unit 2). A copy is available on the NOSM University website.

**Responsibilities**:
Tasks include but are not limited to the following:

- Opens and distributes incoming regular and electronic mail and other material and coordinates the flow of information internally and with other units and organizations. Prepares replies on routine matters.
- Prepares, edits, and proofreads correspondence, reports, presentations, and other required material/ documentation. Prepares graphs, charts, spreadsheets, and schedules to aid unit members.
- Schedules meetings, books rooms, and organizes video/teleconferences for unit or committee members ensuring that all necessary arrangements are made. Committee support includes creation and distribution of agenda, recording and preparation of meeting minutes, coordination of follow-up required, dissemination of documents, etc.
- Undertake routine administrative tasks including arrangements for printing, photocopying, collation of documents, coordinating catering and travel arrangements, and completing relevant reconciliations
- Using approved NOSM University standard procedures, develops, updates, and maintains electronic and hard copy files, which are often highly confidential, in order to retrieve information using knowledge of filing systems and retrieval.

**Unit Specific Responsibilities**
- Responsible for managing all scheduling needs for the Director.
- This includes putting together documentation for meetings, scheduling appointments and committee meetings as per the Director.
- Assists the Director in putting together reports such as, MCU reports, Indigenous Affairs Highlight Report to IRG and the Associate Dean of Equity & Inclusion, etc.
- Assists the Director in coordinating events.
- From time to time will do research on specific information/issue for Director.
- Performs daily administrative support functions such as word processing; compose, edit, and proofread correspondence, reports, etc.
- Tracking, maintaining, and processing all invoices, cheque requisitions, Visa statements, budget transfers and preparing these documents for the Director signature.
- Maintains inventory for the Unit and orders office supplies when required.
- Maintain and develop appropriate filing system (physical and electronic) for the Director and Indigenous Affairs.
- Arranges travel for Director and reconciles financial statements.
- The secondary function of this position to provide administrative support to the Indigenous Reference Group (IRG).
- Works closely with the Chair of IRG to convene and hold regular meetings.
- Prepares and distributes meeting packages to IRG members.
- Collects relevant background information for discussions, for example, copies of university policies, IRG minutes, etc.
- Manages and maintains records for the Committee, including current membership lists and contact information.
- Organizes and distributes promotional materials for Indigenous Affairs.
- Designs and prepares advertisements concerning Indigenous Affairs programs and services for local, regional, and national promotions.
- Day to day contact with students, faculty, staff and campus visitors.
- On-campus liaison with various academic departments and or coordination of Sudbury campus.

**Qualifications**:
**Education**:

- A College diploma, preferably in Office Administration, Business Administration or other administrative-related discipline, from a recognized Canadian institution or an equivalent combination of education and experience is required.

**Knowledge, Skills and Abilities**:

- A minimum of two (2) year related experience is required.
- Must have Indigenous lived experience, as well as demonstrated experience working with Indigenous peoples, cultures, and community
- Understands current issues affecting Indigenous peoples
- Understanding of geopolitical context experienced by Indigenous peoples
- Must be proficient in Word, Excel, PowerPoint, and various databases and have some knowledge of room booking systems and other programs.
- Knowledge of SharePoint is an asset
- Demonstra

  • Administrative Assistant, Faculty Affairs

    7 months ago

    Thunder Bay, Canada Northern Ontario School of Medicine Full time

    Reporting to the Director of Faculty Affairs, the Administrative Assistant, Faculty Affairs will provide administrative support to the leadership of the Faculty Affairs Portfolio and to the Faculty in the Medical, Human and Clinical Sciences Divisions. This position is covered by the Terms and Conditions of the OPSEU Staff Unit 677 Collective Agreement. A...

  • Indigenous Community Reintegration Caseworker

    4 months ago

    Thunder Bay, Canada Thunder Bay Indigenous Friendship Centre Full time

    Indigenous Community Reintegration Caseworker - Contract Position to March 31, 2025 (possible extension pending funding) **AREA OF RESPONSIBILITY**: The Indigenous Community Reintegration Caseworker’s primary responsibility is to provide reintegration and recovery supports to urban Indigenous individuals being released from custody and on community...

  • Indigenous Peer Support Program Coordinator

    4 months ago

    Thunder Bay, Canada Thunder Bay Indigenous Friendship Centre Full time

    **Indigenous Peer Support Program Coordinator** Full Time Contract to March 31, 2025 (pending funding) Re-Posted **SUMMARY**: The Indigenous Peer Support Program (IPSP) Coordinator’s primary responsibility is to provide networks of support and mentorship to urban Indigenous individuals under community supervision orders as they seek to improve their...

  • Indigenous Peer Support Program Coordinator

    2 months ago

    Thunder Bay, Canada Thunder Bay Indigenous Friendship Centre Full time

    Indigenous Peer Support Program Coordinator Job Vacancy - Full Time Contract to March 31, 2025 (pending funding) SUMMARY: The Indigenous Peer Support Program (IPSP) Coordinator’s primary responsibility is to provide networks of support and mentorship to urban Indigenous individuals under community supervision orders as they seek to improve their mental...

  • Indigenous Family Court Worker

    2 months ago

    Thunder Bay, Canada Thunder Bay Indigenous Friendship Centre Full time

    Indigenous Family Court Worker 1 Full Time Vacancy JOB SUMMARY: The Indigenous Family Court Worker’s primary responsibility is to assist Indigenous youth and families in contact with family, child protection and youth court to better understand their options, responsibilities and rights when appearing before the courts. The Indigenous Family Court Worker...

  • Indigenous Wellness Services Community Engagement Navigator

    4 weeks ago

    Thunder Bay, Canada Thunder Bay Indigenous Friendship Centre Full time

    Indigenous Wellness Services Community Engagement Navigator Job Vacancy - Full Time Contract ending March 31, 2025 (with possibility of extension). **AREA OF RESPONSIBILITY**: The Indigenous Bail Program Caseworker is responsible for supervising Bail Court orders, monitoring bail release conditions, and providing support to Indigenous and non-Indigenous...

  • Indigenous Registration Administrator

    7 months ago

    Thunder Bay, Canada Ontario Native Women's Association Full time

    **_**Indigenous Women are encouraged to apply. First preference will be given to all qualified Indigenous applicants.**_** **Why make ONWA your career choice?** **_ Make a difference in the lives of Indigenous peoples by supporting and advocating for positive change. ONWA prides itself on providing all employees with a total rewards package that is...

  • IT / Communications Administrator

    2 months ago

    Thunder Bay, Canada Thunder Bay Indigenous Friendship Centre Full time

    Information Technology (IT) / Communications Administrator AREA OF RESPONSIBILITY: The IT / Communications Administrator will be responsible for overseeing and maintaining TBIFC’s computer infrastructure, that includes maintaining networks, servers and security programs and systems including surveillance cameras, in collaboration with third party IT...

  • Executive Assistant-ft Med/aca Affairs

    1 week ago

    Thunder Bay, Canada Thunder Bay Regional Health Sciences Centre Full time

    **Ref# 24NON112** **1 ‑ Full Time ‑ Executive Assistant** **Chief Of Staff Office Medical & Academic Affairs** Reporting to the Chief of Staff and the Vice President, Medical and Academic Affairs, with a matrix to the Senior Executive Assistant & Office Manager, the Executive Assistant position is essential to the success of the two portfolios. This...

  • Manager, Indigenous Relations

    7 months ago

    Thunder Bay, Canada Civeo Full time

    Civeo is a global workforce accommodation specialist that helps people maintain healthy, productive and connected lives while living and working away from home. Our unique approach focuses on guest wellbeing, operational efficiency, community building and a property development mindset - making us a leading provider of accommodation solutions. Civeo Canada...

  • Manager, Indigenous Relations

    7 months ago

    Thunder Bay, Canada Civeo Full time

    Civeo is a global workforce accommodation specialist that helps people maintain healthy, productive and connected lives while living and working away from home. Our unique approach focuses on guest wellbeing, operational efficiency, community building and a property development mindset - making us a leading provider of accommodation solutions. Civeo Canada...

  • Indigenous Community Engagement Specialist

    4 weeks ago

    Thunder Bay, Ontario, Canada Valard Group of Companies Full time

    About the RoleValard Construction LP is seeking a highly skilled Indigenous Relations Advisor to support the operations of the Waasigan project. This role will involve developing and maintaining strong relationships with Indigenous communities, organizations, and businesses throughout Thunder Bay and area.Key ResponsibilitiesInitiate, develop, and maintain...

  • Indigenous Relations Advisor

    1 month ago

    Thunder Bay, Canada Valard Group of Companies Full time

    This role reports directly to the Senior Director, Indigenous Relations and works closely with the Indigenous Relations team as well as Valard’s Project Management team, this role will support the building of new as well as enhance existing Indigenous relationships while supporting project management teams in the delivery of projects. **Position...

  • Indigenous Relations Advisor

    7 months ago

    Thunder Bay, Canada Valard Group of Companies Full time

    This role reports directly to the Senior Director, Indigenous Relations and works closely with the Indigenous Relations team as well as Valard’s Project Management team, this role will support the building of new as well as enhance existing Indigenous relationships while supporting project management teams in the delivery of projects. **Position...

  • Child and Youth Worker

    7 months ago

    Thunder Bay, Canada Thunder Bay Indigenous Friendship Centre Full time

    Work Term: Temporary - Work Language: English - Hours: 35 hours per week - Education: College/CEGEP - Experience: Experience an asset - or equivalent experience **Work site environment**: - Socio-economic needs or conditions (housing, nutrition, unemployment, financial assistance) - Volunteer coordination - Early intervention programming for at-risk...

  • Native Community Worker

    2 months ago

    Thunder Bay, Canada Thunder Bay Indigenous Friendship Centre Full time

    Work Term: Permanent - Work Language: English - Hours: 35 hours per week - Education: College/CEGEP - Experience: Experience an asset - or equivalent experience - ** Work site environment**: - Corrections - Personal and social adjustment and health (substance abuse, gambling, behaviour disorders) - Socio-economic needs or conditions (housing, nutrition,...

  • Administrative Assistant

    1 week ago

    Thunder Bay, Canada Ontario Native Women's Association Full time

    **_**Indigenous Women are encouraged to apply. First preference will be given to all qualified Indigenous applicants.**_** **Why make ONWA your career choice?** **_ Make a difference in the lives of Indigenous peoples by supporting and advocating for positive change. _**_ONWA prides itself on providing all employees with a total rewards package that is...

  • Administrative Assistant

    7 months ago

    Thunder Bay, Canada Ontario Native Women’s Association (ONWA) Full time

    **Indigenous Women are encouraged to apply. First preference will be given to all qualified Indigenous applicants.** Why make ONWA your career choice? Make a difference in the lives of Indigenous peoples by supporting and advocating for positive change. ONWA prides itself on providing all employees with a total rewards package that is generous and supports...

  • Administrative Assistant

    7 months ago

    Thunder Bay, Canada Ontario Native Women's Association Full time

    **_**Indigenous Women are encouraged to apply. First preference will be given to all qualified Indigenous applicants.**_** **Why make ONWA your career choice?** **_ Make a difference in the lives of Indigenous peoples by supporting and advocating for positive change. ONWA prides itself on providing all employees with a total rewards package that is...

  • Indigenous Language Revitalization Specialists

    7 months ago

    Thunder Bay, Canada Matawa First Nations Management Full time

    **INTERNAL/EXTERNAL POSTING** **EMPLOYMENT OPPORTUNITY** **Position**: Two (2) Indigenous Language Revitalization Specialists **Background**: Formed in 1988, Matawa First Nations Management (Matawa) is a Tribal Council providing services to nine member communities in Northern Ontario. The organization is dedicated to providing its members with advisory...