Administrative Support, H&FS

LINE AUTHORITY:

Reports to Mental Health Program Manager, STC Health & Family Services Inc.

POSITION SUMMARY:

This position will provide comprehensive administrative support  to  the   Mental  Health  Program   Manager  ensuring  daily operations and efficient program delivery including the coordination of logistical details of specific projects, development and maintenance of administrative systems to support program activities/events.

 RESPONSIBILITIES: ADMINISTRATION

• Compose/draft correspondence including: letters, memos, reports, contracts, budgets, etc.
• Develop and maintain forms and statistical data.
• Coordinate calendars, team meetings, and community outreach events.
• Establish and maintain an index of all STC community Health Program Manager meetings.
• Respond to inquiries from member First Nations and public regarding programs and provide referral to another information source as required.
• Assist in tracking program metrics, compiling data for reporting and maintaining accurate records.
• Perform other related duties as defined and assigned by the reporting Program Manager or designate on an as and when required basis.
• Provide cover off for Wellness Department admin staff as required.

FINANCIAL

• Obtain quotes including room rates, printing, office supplies and equipment rental/purchases as per STC policy.
• Order and track expenses for office supplies, equipment, electronics, furniture, and promotional items for programs.
• Maintain purchase order tracking system including preparing and posting purchase orders.
• Provide support to the Program Manager to track and reconcile ledgers and budgets.

RESOURCE SUPPORT:

• Co-ordinate all logistical details for regular or specially convened meetings/trainings.
• Provide minute taking for meetings, distribute and maintain meeting minutes.
• Arrange travel and accommodations for specific activities and/or projects in accordance with STC Policy.
• Update departmental written materials on a regular basis. E.g., Program Overview document, staff lists, pamphlets, organizational chart, and other documents as required.
• Coordinate staff annual leave schedule for department.
• Coordinate new staff logistics. E.g., workstation set up, business cards, orientation, swipe card/keys and office tag.

 MISCELLANEOUS:

• Maintain confidentiality of specific information and records as may be privy to.
• Undertake professional development as the need arises and/or identified.
• Perform other duties as assigned by the Program Manager including special projects and events.

• Business Administrative Certificate/Diploma.
• Three to five years experience as an Administrative Assistant.
• Experience and/or education related to Health services an asset.
• A valid Saskatchewan driver's license.
• Demonstrated proficiency in Adobe, Microsoft Excel, Word, Outlook, Publisher and PowerPoint with an ability to easily learn new software applications.
• Experience working within a governance structure in a community development capacity with First Nations; familiarity with First Nations culture, history is considered an asset. 

• Ability to effectively communicate both verbally and in writing.
• Ability to exercise a high degree of initiative, independence and responsibility.
• Ability to maintain positive professional boundaries without imposing personal judgments and expectations.
• Ability to work individually as well as part of a team.
• Demonstrated time management skills.
• Highly self-motivated, energetic, organized, and detail-oriented with an attitude for continuous improvement.
• High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment.
• Strong sense of ethics and the ability to handle sensitive or private information with tact and discretion;
• Knowledge of the political, social, and economic objectives of the Saskatoon Tribal Council and of the Dakota, Cree, and Saulteaux cultures will be considered an asset.

As a role closely involved with finances, a satisfactory criminal background check is required, upon hire.