Nan Program Admin Assistant

2 weeks ago

Thunder Bay, Canada Keewaytinook Okimakanak Full time

NAN Hope Administrative Assistant

**Job Description**:
SUMMARY

DUTIES AND RESPONSIBILITIES

Under the direction of the NAN Hope Program Coordinators the Administrative Assistant is responsible for:

- Performing administrative duties, reception and clerical duties; serving as a point of contact receiving information and completing necessary tasks.
- Adheres to all KO Policies and Procedures.
- Maintains confidentiality and privacy.
- Providing administrative support to the NAN Hope/KO Health Staff; assisting with orientation of new staff; scheduling, client coordination and data entry.
- Maintaining program storage supplies; ordering and distributing supplies and equipment; maintaining appropriate inventory controls for the mental health programs. Ability to lift 20-40 lbs.
- Schedule, organize, and attend meetings to record minutes.
- Perform any errands for the office such as purchasing supplies, delivering packages, etc.
- Be flexible/available after work hours/weekends for any urgent matters.
- Maintaining a professional rapport with staff, communities, and external partners.
- Routinely review tasks and duties with program coordinators/supervisor.
- Provides general office support such as word processing, photocopying, and processing incoming and outgoing mail and faxes.
- Arrange travel and accommodation arrangements for staff including requesting travel advances and submitting expense claims according to Finance policy. Liase with other administrative staff and external supports.
- Possible travel to NAN communities to support should the need arise.

ACCOUNTABILITY

This position reports to the NAN Hope Program Coordinators and all Mental Health Staff report to the KO Mental Health Program Supervisor.

QUALIFICATIONS

1. Grade 12 or equivalent; office administration experience essential.

2. A preferred minimum of 3 years’ experience in office support or administration.

3. Ability to take initiative, be adaptable, muti-task, meet deadlines and work independently in a fast-paced environment.

4. Ability to work within a multi-disciplinary team.

5. Knowledge of office management systems and procedures.

6. Experience with basic financial and accounting procedures is an asset.

7. Working knowledge of office equipment, such as printers, and fax machines.

8. Proficiency in Microsoft Office/Teams, Adobe, and converting documents to pdf for signature.

9. Excellent time management and organizational skills and the ability to prioritize work.

10. Attention to detail and problem-solving skills.

11. Understanding of Indigenous culture and traditions and geographical realities of the isolated North or willingness to learn.

12. Excellent verbal and written skills in English.

13. The ability to speak Oji-Cree, Cree, or Ojibwe is an asset.

14. Familiarity with Microsoft Tools and a willingness to learn and use other software including, finance, purchasing and electronic charting systems/tools.

15. Excellent report writing and note taking skills.

16. A valid Class “G” Driver’s License and have access to a personal reliable vehicle.

17. Willingness and ability to travel to the NAN remote communities and other regional offices etc.

NOTE:
This job description is not intended to be all-inclusive. The employee may perform other related duties as required to meet the ongoing needs of the organization.

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