Administrative Assistant, Indigenous Affairs

3 weeks 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

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