Clerical Assistant, Indigenous Health

**Clerical Assistant, Indigenous Health**:
The Office of Vice Dean Indigenous Health (OVDIH) is a unit within the Dean’s Office at the College of Medicine and will work closely with the Department of Indigenous Health and Wellness (DIHW) to help set up and grow the department in a sustainable and good way as well as ensure that high level aspirations of the college and objectives of the department, related to Indigenous health, are met. The OVDIH supports a coordinated approach to community engagement for priority projects of the college and the DIHW. Indigenous-led establishment of partnerships through, respectful Indigenous community engagement protocols that reflect the diversity of the population, building access to networks of community partners, and determining respectful sustainable resource strategies, will be the distinctive work of the OVDIH and DIHW. As well, the OVDIH works with the DIHW and others internally and externally to uplift Indigenous concepts, methodologies, and pedagogies.

**Primary Purpose**: This position effectively provides administrative support to the Vice Dean, Cultural Coordinator, Associate Dean Rural Medicine, and Manager to assist in the overall administrative activities and smooth functioning of the Vice Dean’s Office. The position will serve as office coordinator, a resource for queries, concerns and issues incoming to the Vice Dean’s portfolio and be the first point of contact for the office and with our faculty, students, staff and community members who utilize the office and gathering space. Timely and effective follow-up of decisions and operational issues will be a key requirement of this position. The individual will contribute to creating a welcoming environment, respectful of the space, Indigenous communities and individuals. As well, the assistant will provide administrative support for the good medicine people gathering space in the Health Sciences building.

Additionally, the assistant will support managing Indigenous community relationships with the goal of engaging them into the Office of the Vice-Dean, Indigenous Health (OVDIH) programs, services and events. The assistant will also support the OVDIH in the organization of cultural, artistic and scholarly presentations, performances, and events within the Good Medicine People space, coordinating and supporting various programs, services and events organized by the OVDIH each year.

**Nature of Work**: Reporting to the Manager, Indigenous Health, with day-to-day duties guided by the Vice Dean and Manager, this position plays a supportive role in planning and coordinating the delivery of operational and administrative support for the OVDIH and the Good Medicine People space in the Health Sciences Building.

An important aspect of this work is creating a welcoming and safe community for all students to feel a sense of belonging and supported at the OVDIH and Good Medicine People space. To be successful in this role, the assistant requires a high level of collaboration, relationship-building, and engagement with a variety of stakeholders to effectively support the CoM’s Indigenous Health strategy and the work of the OVDIH. The assistant will also need to establish an effective communication style and working relations with internal and external communities and organizations partners and stakeholders.

Considerable discretion is required as the position is privy to, and works with, sensitive, highly confidential information. Works in an environment of continuous change; adapts to shifting priorities and timelines, and frequent interruptions. This position often works under pressure in a fast-paced and high-volume office, dealing with competing deadlines.

**Typical Duties or Accountabilities**

**General**
- Responsible for the day-to-day administrative support for the office which includes collecting and distributing faxes and mail, receiving deliveries, arranging travel, booking meetings through the coordination of calendars and schedules, booking required spaces, procuring food, and reserving equipment i.e. videoconferencing, ensuring necessary supplies are available for the OVDIH.
- As a member of the OVDIH team, participate in regular meetings, planning and strategy sessions. Proactively carry out activities that contribute to achieving the goals, objectives and strategies of the unit. Contribute to a team culture that encourages both individual and team accomplishments and successes.
- Function in a collaborative and supportive capacity with other OVDIH team members, ensuring sound advice and knowledge of the university's policies, guidelines and formal and informal processes is provided where appropriate.
- Will be required to use well-developed writing skills to draft letters, reports etc.
- Identify, monitor and articulate, in a timely and judicious manner, critical action items
- Knowledge of or ability to learn the university administrative structure and processes (purchasing, UniFi accounting