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Project Analyst

1 month ago

Port Alberni, Canada North Island College Full time

Position Summary

Reporting to and working closely with the Executive Director, Indigenous Education, this position acts as an integral part of the operations, planning, and consultation processes that take place under the purview of the Executive Director of Indigenous Education and the In-Community/Regional processes.

The position assists the Executive Director of Indigenous Education in the execution and delivery of projects related to NIC strategic direction and priorities for Indigenous Education including supporting the development of the Aboriginal Service Plan and the planning, development, and implementation of Working Together, NIC’s Indigenization Plan. In addition, the position assists in the research, development, and preparation of proposals and funding applications, and assists in the reporting and management of community programming projects and budgets under the purview of the Executive Director. The position has a lead role in the design, development, coordination and monitoring of internal administrative and operational processes for all regional & project-based programming.

Position Competencies - Job Knowledge
- Judgment
- Teamwork
- Planning & Organization
- Customer Service Excellence
- Communication & Interpersonal Skills Duties & Responsibilities 1. Analyzes, researches and implements systems, procedures and efficiencies to ensure the smooth coordination and communication of in-community, contract and soft funded programming. This includes consultation with divisional stakeholders and the Senior Education Team, as required, to cooperatively design and modify procedures, tailoring process to the specific roles and operation of personnel within each office, where necessary.2. Works cooperatively with divisional stakeholders to design, develop, and maintain administrative templates needed to assist with smooth program delivery including operational forms and budget estimates. 3. In consultation with divisional stakeholders and the Senior Education Team, develops administrative templates for community-based MoUs and partnership agreements, ensuring consideration of required contact, facilities, budget, and legal requirements.4. Develops, reviews, and updates procedural documents for applicable internal administrative and operational processes.5. Works with managers of divisional stakeholders to ensure updates of all new processes and any amended responsibilities are conveyed. 6. Works with the Executive Director of Indigenous Education in the planning, research, development, implementation and assessment of NIC Indigenization and related College priorities. This includes community consultation and related follow-up.7. Acts as the primary administrative support to three Regional Indigenous Advisory Committees and the Indigenous Education Council, working with chairs to prepare meeting content and to ensure timely distribution of minutes and other information flowing from committee meetings.8. Responsible for Indigenous Regional Advisory Committee meeting requirements including scheduling, room bookings, draft agendas, preparation, and distribution of meeting material and minutes or notes, as applicable.9. Prepares and sends correspondence related to committee activity and follows-up on committee actions.10. Works with Indigenous Educational Navigators at each campus on the design, delivery and analysis of the annual Indigenous Student Satisfaction Survey; maintaining consistent information and updates on activities and events scheduled for the Indigenous Student Lounge at each campus; and ensuring all necessary supplies and materials needed for the Indigenous Student Lounges are regularly stocked.11. Assists the Executive Director of Indigenous Education to ensure matters related to protocol are addressed in a timely manner. This may include contacting local First Nations leaders, Elders and/or other community representatives; ensuring any fees or honorarium requests are made; ensuring any gifting items are arranged; and overseeing any special transportation / accommodation arrangements.12. Assists the Executive Director of Indigenous Education in preparation of annual Aboriginal Service Plan proposal, including analysis of current-year budget, and, in cooperation with various program delivery departments, development of new budget projections for review and approval.13. Assists in the coordination and support of events or activities including the development of work plans, tracking of program, project, activity, and/or event budgets, processing of payments, completion of expense reports, drafting of promotional material, and working with the Marketing team on marketing and promotion.14. Responsible for the ongoing development, maintenance, and content of SharePoint under purview of duties.15. Ensures appropriate retention, access, and retrieval of documents and reports related to the duties and functions of position, including documents of a confidential nature.
16. Updates committee email lists and SharePoint access as changes occur. Required Education & Experience 1. Bachelor degree in discipline relevant to the position.2. Five years’ experience related to project analysis and coordination, including creating, documenting and communicating systems and processes. Experience will include working cooperatively in an office environment with multiple stakeholders, preferably in a post-secondary environment.3. Minimum 3 years’ experience working directly with First Nations, Métis, and/or Inuit communities. Required Knowledge Skills & Abilities 1. Knowledge and understanding of the diversity of Indigenous peoples and communities in Canada, including knowledge and understanding of the protocols practiced by different communities.2. Knowledge and understanding of the histories that have impacted Indigenous peoples, and how these are being addressed within the context of post-secondary institutions.3. Working knowledge of the Calls to Action of the Truth and Reconciliation Commission.4. Excellent organizational and time management skills while handling multiple tasks.5. Advanced coordination, time management, written, and verbal communication skills.
6. Excellent oral and interpersonal communication skills with the ability to work cooperatively to improve upon established processes and systems.7. Strong attention to detail.8. Demonstrated ability to plan and document approved processes and procedures, with the ability to see and understand the effects of system and process changes on other dependent processes.9. Demonstrated ability to exercise tact, good judgment, and diplomacy.10. Ability to work independently, think critically, use initiative, anticipate and proactively problem solve, and to work cooperatively as part of a team.11. Ability to plan and prioritize tasks efficiently to meet deadlines.12. Demonstrated ability to maintain effectiveness in a changing and diverse work environment, responding to change with a positive attitude.13. Proven experience in dealing with and maintaining a high degree of confidentiality and sensitivity.14. Advanced level of proficiency with MS Word, including accurate word processing skills of at least 60 words per minute.15. Intermediate level of proficiency with MS Excel and MS Outlook. Basic level of proficiency with MS Access and Power Point. Proficiency in Adobe InDesign is an asset.16. Ability to create and edit web parts under SharePoint.17. Experience working with large database systems. Colleague, is an asset.18. Knowledge of the College’s policies, procedures, and educational processes, and/or of the post-secondary system in BC is an asset.

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