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Administration Manager

2 weeks ago

Regional District of KitimatStikine, Canada Haisla Nation Full time
Position Title:      MANAGER, ADMINISTRATION
Reports to: Director, Governance & Administrative Services 
Supervision of:    Clerk to Council
Executive Assistants
Membership Clerks
Front Desk Receptionist 
 
Job Overview
Reporting to the Director, Governance & Administrative Services, the Manager, Administration, is responsible for the overall management of programs and services within the Administration department of the Haisla Nation. This includes managing day-to-day activities in the areas of support and coordination for the administration staff.
 
Organizational Status
The Haisla Nation is the band government of the Haisla people. Our mission is to build a powerful, prosperous and proud community, healthy in mind, body and spirit. We believe in building a strong and thriving community, with healthy and happy members and a sustained and prosperous environment. We are about 2023+ people, with approximately 700 living in Kitamaat Village. We have lived off the land and waters of our traditional territory for thousands of years, and it remains the focus of all we do.
 
Duties & Responsibilities
Administration:
  • Provide direction and leadership in meeting established goals, objectives, priorities and strategic plans as outlined, for the area of Administration.  
  • Provide leadership, guidance and supervision to Administration staff, in day-to-day execution of their duties.  
  • Manage the research, analysis, and implementation of program policies and guidelines, including but not limited to: Membership Engagement, Elections, and Ratification.
  • Manage program budgets for Administration through the monitoring of quarterly budget variances, annual budget preparation, and ensuring fiscal responsibility through the payment of invoices, purchase orders, and purchases. 
  • Support the implementation of appropriate monitoring and evaluation frameworks for all program deliverables to drive continuous improvement and impact of the Haisla Nation's services.
Program Leadership: The Manager, Administration supports the Administration program in achieving strategic and operational objectives.
  • Work with the Director, Governance & Administrative Services to develop and implement the operational plan, ensuring alignment with the department and organization-wide strategic objectives.
  • Support the implementation of appropriate monitoring and evaluation frameworks for all program deliverables to drive continuous improvement and impact of the Haisla Nation's services.
  • Manage the research, analysis, and implementation of program policies and guidelines.
  • Oversee governance instruments related to membership governance (e.g., registry administration, status documentation, and reporting) and records governance (e.g. document control systems, and compliance with applicable policies and legislation).
  •  Ensure all required reporting is completed accurately and on time.
Program Operations: The Manager, Administration oversees and manages the day-to-day operations of the Administration program.
  • Oversee the daily operations of the Administration program, including all properties and initiatives in the portfolio.
  • Ensure effective and efficient delivery of services in alignment with policies and procedures, relevant legislation, and professional standards.
  • Proactively evaluate the individual and overall performance of the Haisla Nation's administration projects on a regular and ongoing basis; use collected data and information to make needed improvements.
  • Support the Director, Governance & Administrative Services to actively pursue, develop, and/or participate in new initiatives to expand services in response to identified needs in the community and the goals of the organization.
Financial Management: The Manager, Administration manages the program's budgets, ensuring sound financial management.
  • Manage and oversee program budgets and reporting requirements.
  • Direct departmental staff in maintaining appropriate fiscal controls to ensure operations are within the scope of the annual budget.
  • Support the allocation of funds and forecasting.
  • Ensure program activities are in compliance with policies, procedures, and legal standards.
People Leadership: The Manager, Administration supports the capacity and capability of their direct reports, including their professional development. The Manager, Administration is a resource and mentor to the team, providing guidance and direction on risks, issues, or problems to ensure services achieve intended benefits and meet expectations.
  • Foster a respectful workplace and cooperative working relationships with all employees.
  • Ensure employees are appropriately trained and aligned with the Haisla Nation's mission, vision, values, policies, and procedures.
  • Work with the HR department to identify capacities needed (skillsets and competencies) to achieve departmental goals.
  • Lead the hiring, evaluation, professional development, discipline, and dismissal of program staff.
  • Build the capacity of program staff by implementing processes for orientation, training, and performance appraisal.
  • Monitor the attendance of program staff and manage attendance issues including absenteeism, authorizing overtime, leave requests, vacations, etc.
  • Support the HR department in ensuring human resource and labour relations processes are effective, efficient, and timely.
  • Support the HR department in ensuring the workplace meets all health and safety guidelines.
  • Serve as a role model regarding the organization's values and leadership principles.
Skills & Qualifications
  • Bachelor's degree in Business Administration or other relevant field of study or equivalent combination of education and experience. 
  • 3 to 5 years of recent related experience.
  • Proven leadership capabilities in program management and the supervision of staff with the ability to lead projects and work with diverse individuals to identify issues, design solutions, and evaluate results.
  • Experience working for a band government or Indigenous organization is an asset.
  • In-depth understanding of office management procedures. 
  • Knowledge of budget development and monitoring budget variances.
  • Experience monitoring and reporting on activities funded from various sources; solid writing skills are required.  
  • Ability to set goals and implement an operational plan for the department.
  • Strong analytical and problem-solving abilities, with a focus on data-driven decision-making.
  • Strong working knowledge of Microsoft Office (Excel, Word, Power Point) and various databases, search engines and Outlook/email. 
  • Strong organizational and time management skills with an attention to detail.
  • Strong interpersonal, communication, and presentation skills with the ability to professionally connect with and influence a diverse group of individuals.
  • Excellent interpersonal and communication skills, both verbal and written.
  • Ability to meet intensive and changing deadlines.
  • Experience in change management and organizational development.
  • Satisfactory completion of criminal records check (with vulnerable sector screening if relevant).

Why Join Us?

We are proud to offer a supportive and inclusive work environment where your contributions make a meaningful impact. In addition to a competitive salary, we offer a comprehensive benefits package, including: 

  • Extended health and dental coverage
  • Pension matching up to 5.5%
  • 10 days of standard vacation 
  • 5 days of paid self-care days
  • 10 days of paid sick leave 
  • 10 paid days during the Christmas office closure
  • 5 days of other leave for personal matters (e.g., medical appointments or household emergencies)
  • Professional development and training opportunities
  • Employee assistance program (EAP)
  • Cultural leave and wellness initiatives

Salary Range: $73,054 - $90,243 per annum

Position Type: Full-time

Number of Openings: 1

Closing Date: Will remain open until the position is filled.