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Executive Assistant, Department of Indigenous Health and Wellness
3 weeks ago
**Executive Assistant, Department of Indigenous Health and Wellness**:
The Department of Indigenous Health and Wellness (DIHW) at the College of Medicine is an Indigenous-led establishment of partnerships through respectful Indigenous community engagement protocols that reflect the diversity of the population while building access to networks of community partners and determining respectful, sustainable resource strategies. The DIHW works collaboratively with others internally and externally to uplift Indigenous concepts, methodologies, and pedagogies.
**Primary Purpose**: The primary purpose of the Executive Assistant role within the Department of Indigenous Health and Wellness is to provide confidential and high-level support to the Provincial Head or designate. The position will be instrumental in providing administrative support to allow the Provincial Department senior leadership to function effectively, aiding in all aspects of program management, in keeping with the Department’s strategic priorities.
**Accountabilities**:
Administrative Responsibilities
Provides confidential, comprehensive, effective and efficient administrative support to the Provincial Head or designate, including but not limited to:
- Strategically manage the Provincial Head or designate and physician lead’s calendars to ensure a balance between meetings and office/work time to address priority tasks
- Book meetings, venues, and information technology supports including WebEx, Zoom, Microsoft Teams and other platforms
- Prepare meeting agendas, accurately record minutes, track action items and timelines and ensure action items are completed by the assigned individuals
- Ensure priorities and deadlines are met, and that correspondence is handled accurately, efficiently, professionally and confidentially
- Arrange travel logistics, ensuring necessary approvals and expense reports are initiated
- Prepare, gather, save/file and relay confidential information and material on a regular basis
- Oversee Department reports and website updates; initiates, collates, drafts, and finalizes information
- Collaborates with the Office of Faculty Engagement in initiating and keeping records of provincial Faculty appointments, renewals, evaluations, promotions and tenures
- Facilitate effective communication between the OVDIH office, physician leads, department heads, and other interest holders
- Participate in relevant committees related to but not limited to the DIHW
- Organizes and facilitates events, arranging all logistics while complying with university guidelines, College policies and procedures, applicable regulations (CFPC) and accreditation standards as well as necessary collective agreements (RDoS)
- Assists with special projects as needed
- Works closely with both CoM and SHA to support strategic planning
- Initiates and oversees continuous improvement processes in support of strategic planning and efficient use of human and financial resources.
- Oversees Administrative Policies
- Oversees all central administrative responsibilities such as filing, facilities (Office assignment/furniture), staff onboarding needs, and equipment and logistics issues
- Other related duties as assigned
Community Engagement Responsibilities
- In collaboration with the DIHW team, contributes to community engagement and relationship building - working with Indigenous communities and community-based organizations to ensure the department is guided by Indigenous knowledge, perspectives, and to ensure the voices of community members are elevated, respected, and incorporated.
- Supports the DIHW team in building connections between Indigenous communities, community-based organizations and committees that are beneficial to the success of Indigenous health
- Build and maintain a database of community contacts, partners, elders, knowledge and story keepers, and community experts
Human Resource Responsibilities
- Provide guidance to clerical staff, including but not limited to, delegating responsibility and providing mentorship as required
- Collaborate with the Manager to facilitate hiring, on-boarding and off-boarding of all department employees
- Assist the Provincial Head and Physician Leads with physician and faculty recruitment
- Preparation of leadership contracts, renewals and payments
Financial Responsibilities
- Manages purchase orders, invoices, cheque requisitions, P-card procurement, journal vouchers, honorariums, etc. and required financial transactions for the Department
- Provides effective administration of the Department’s financial resources
- Manages capital equipment inventory and ensures purchasing guidelines are adhered to
- Prepares material needed to assist the Manager and Provincial Head with budget submissions related to the operations of the Department
- Facilitates all administrative work required for academic teaching payments, invoicing, and academic teaching payment reports
- Collaborates with the Manager to ensure effective mana
