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Office Support Specialist
3 months ago
The Indigenous Perspectives Society is dedicated to fostering an inclusive and equitable workplace. We encourage applications from individuals who can enhance the diversity of our team and engage with various communities in a respectful and supportive manner. Indigenous identity is considered an asset for this role.
Position Title: Office Support Specialist
Reports to: Administrative Coordinator
Role Overview: This position provides essential human resources and administrative assistance to the Administrative Coordinator (AC), Executive Director (ED), and Program Leaders. The role is pivotal in creating a conducive environment for staff, program participants, and the community.
Key Responsibilities:
- Facilitates administrative and clerical tasks within the organization, handling a variety of duties that often involve confidential information.
- Digitizes and organizes administrative documents, including personnel files, funding agreements, and other important records.
- Maintains both electronic and physical filing systems, while developing a comprehensive document management system through the review and creation of necessary documents.
- Assists the AC and Program Leaders in gathering information and feedback to develop and finalize program-specific employee manuals.
- Creates and implements online onboarding, orientation, and training materials, including Q&As, lessons, safety protocols, and assessments in various formats such as videos and slideshows.
- Prepares for significant organizational events, including the development of press releases, newsletters, and gathering historical data and multimedia content.
- Designs educational materials for cultural celebrations and events.
- Responds to general inquiries about the organization, both in person and via phone, while contributing to the upkeep of the center.
- Participates in maintaining a safe environment by identifying potential hazards and reporting them appropriately.
- Performs additional related duties as assigned by the AC and/or ED.
Qualifications:
- Commitment to anti-oppressive, decolonial, and anti-racist practices.
- Ability to work with integrity and respect in a diverse, multicultural community setting.
- Demonstrated experience in an administrative capacity or a combination of relevant training and education.
- Proficient in general office duties, including filing, clerical procedures, and document preparation.
- Excellent time management skills with the ability to prioritize tasks effectively.
- Strong organizational and problem-solving abilities, with keen attention to detail.
- Superior oral and written communication skills, along with excellent interpersonal abilities.
- Capacity to work under pressure and manage frequent interruptions.
- Proficient in computer applications, including Word, Excel, and PowerPoint.
- Experience with web design, graphics, and social media platforms.
- Familiarity with graphic design tools such as Canva or similar software.
- Clear criminal record check required.
Eligibility Requirements:
- Must be between 15 and 30 years of age.
- Must be a Canadian citizen, permanent resident, or a protected person under the Immigration and Refugee Protection Act.
- Must possess a valid Social Insurance Number and be legally entitled to work in Canada.
Work Schedule:
- 35 hours per week, Monday through Friday.
- Flexibility to work remotely 1-2 days per week, with the remainder on-site.
- Schedule will accommodate regular operational hours, training needs, and community events.
Compensation and Benefits:
- $21.75 per hour, plus a 6% vacation pay.
- Immediate enrollment in the Employee Assistance Program.
- Training and development opportunities relevant to the position.
A Vulnerable Sector Criminal Record Check is required.
We appreciate your interest in joining our team at the Indigenous Perspectives Society, where we value our dedicated staff and strive to make a positive impact in our community.
