Program Assistant

**Program Assistant - Edmonton, AB**

**Location**: Edmonton, AB

**Position Status**:Full Time (40 hours/week), One Year Contract (with possibility of extension)

**The Organization**

Rupertsland Institute (RLI) is an affiliate of the Otipemisiwak Métis Government and has a triple mandate in education, training, and research. With a decentralized network of 9 METI-Service Centres, a Corporate Head Office in Edmonton, and two mobile service units; RLI designs and delivers training and education services to more than 140,000 Alberta Métis.

The RLI Vision is: “_A Skilled and Knowledgeable, Self-Reliant Métis Nation_.”

The RLI Mission is: “_To enhance the self-sufficiency and well-being of Alberta Métis through quality education, training, and research_.”

**The Opportunity**

**Key Responsibilities**:

- Enter and manage client and financial data (e.g., tuition fees, income support, reimbursements, refunds) into the Financial Data Management (FDM) system, ensuring accuracy, consistency, and compliance with MTE policies.
- Organize and maintain digital and paper-based filing systems for client and project records; purge/archive files as per MTE procedures.
- Prepare amendments, and contract documents; track contract status and ensure alignment with FDM data.
- Create and maintain copies of project files, Targeted Wage Subsidy, and summer student contract files.
- Process invoices for tuition, books, and fees; input payment amounts into FDM, upload documentation, and send invoices to the appropriate region.
- Support Regional Managers and the Associate Director by preparing documentation, determining client entitlements, and providing accurate and timely administrative assistance.
- Maintain up-to-date manuals, service logs, mobile operator logs, and training/hour records; print and distribute contract-related materials.
- Utilize bug tracking tools and report system issues; recommend updates to FDM templates to improve user experience and regional efficiency.
- Attend managers’ meetings, take minutes, and maintain accurate records and follow-up actions, as required.
- Assist with general office support including phones, visitor inquiries, document organization, and reception coverage.
- Establish and maintain positive working relationships with staff, clients, and community partners.
- Determine client’s entitlement when setting up payments in FDM according to MTE policy and procedure as required.
- Other duties as required or assigned.

**Skills and Competencies**:

- Strong attention to detail and commitment to data accuracy.
- Excellent organizational, time management, and multi-tasking skills.
- Strong communication skills with excellent verbal, written, and listening abilities to effectively document and provide information to clients, staff, and external agencies.
- Excellent interpersonal skills with the ability to build rapport, assess non-verbal cues, and create a safe and comfortable environment for clients.
- Ability to manage administrative tasks in a fast-paced, high-volume environment.
- Ability to work independently and collaboratively in a fast-paced environment with mínimal supervision.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Explorer) and willingness to learn new software programs.
- Strong mathematic aptitude or financial knowledge.
- Knowledge of privacy legislation (FOIP, PIPA) and commitment to confidentiality and ethical standards.
- Cultural sensitivity and awareness, including an understanding of Métis culture and social, economic, and employment barriers faced by Indigenous individuals.

**Qualifications**:

- Diploma or certificate in Office, Business Administration, or related field is preferred. Relevant experience or training will be considered.
- Three (3) years of related experience preferred.
- Proficient in Office software including Excel, Word, Outlook and Explorer.
- Knowledge of education programs/institutions and community resources providing support to clients with barriers.
- Experience or exposure networking with industry, employers and community partners.
- Experience in non-profit or Indigenous organizations is an asset.

**Other Requirements**:

- Ability to work a regular schedule of 8:30am-4:30pm Monday to Friday.
- Ability to work evenings and weekends, as required.
- Ability to travel throughout Alberta, as required.
- Valid driver’s license and reliable transportation.
- Submission of a clear Vulnerable Sector Police Information Check.

**Rupertsland Institute (RLI) Offers**:

- A competitive salary with comprehensive benefits plan including life insurance, critical illness, health spending & more
- An opportunity to learn about Métis culture, history, and art.
- Generous flex days and vacation time.
- Meaningful work in a fun and supportive work environment.
- Professional development and learning opportunities.
- Other perks

Métis applicants are encouraged to apply.