JOB DESCRIPTION
Office Coordinator
Health Policy and Advocacy
The Office Coordinator will play a crucial role in supporting the department's administrative functions, ensuring smooth day-to-day operations, meetings and events, and contributing to the overall success of NAN's health initiatives.
· Provide administrative support to the Health Policy & Advocacy department, logistical planning and implementation for meetings, workplans, activities, workshops and training sessions and objectives.
o Creating agendas and transcribe minutes.
o Photocopying, organizing, and preparing materials for meetings.
o Arrange/approving travel for staff in the department as well as for the delegates.
o Being the liaison for NAN registration.
o Booking venues, arrange catering.
§ Completing and/or approving purchase orders, preparing cheque reqs, honorariums and submitting vendor payments on behalf of the Manager/Director
o Correspondence with internal and external partners that attend meetings, conferences etc.
· Draft and prepare various funding applications for Manager/Director review.
· Provide options and connect people with programs or information as needed and keep a contact list.
· Outreach to our 49 First Nations and develop, solidify, and maintain good working relationships.
· Collect and store department data in an efficient, organized, and confidential manner using SharePoint.
· Handle all department copy work, mail distribution, office supply ordering, and promotional goods ordering, faxing and mailing.
· Support the NAN chief’s assembly, and NAN activities as required.
· Review, and summarize high level meeting notes to report back to management as part of de-briefing and/or future planning.
· Coordinate, attend and participate in de-brief meetings.
· Attending all organizational meetings as requested and adhering to NAN policies, procedures, and protocols.
· Undertake and complete assigned projects and duties independently and effectively.
· Input documentation as required through scanning for record keeping in SharePoint.
· Shopping, tracking of all purchases of supplies, meeting materials, gifts and gift cards.
· Collect routine data from communities, partners, Program Officers, and Coordinators when required.
· Continuous update of sub-committees’ advisory groups and task teams’ distribution lists.
· Provide routine department training to new staff and act as the new employee guide as part of onboarding.
· Complete all mandatory training assigned.
· Other duties as required.
· Must have ability to run errands and attend meetings at various locations during working hours.
· This position may require frequent travel at times by car (personal and or rental) or aircraft. The duration of travel may vary from day trips to multi-day overnight travel.
· This position can be cross trained with the Administrative Assistant or Program Assistant if the position exists in the department to cover absences from time to time.
Candidate must possess the following skills and attributes:
Education:
College Diploma or equivalent combination of education and experience in an administrative field is required.
Credentials:
Not Applicable
Experience:
3 years of relevant experience working in an office environment is preferred.
· Position demands a pleasant disposition, flexibility, ability to multi-task, organize, problem solve, set priorities, enter data, and communicate effectively.
· Understanding of modern office technologies including word processing software, and basic spreadsheet development.
· Effective written and computer literacy
· Must be able to respect confidentiality and make sound decisions.
· Must be able to undertake and complete assigned projects and duties independently and effectively.
· Position must be familiar with current community resources.
· Sound knowledge of methods, techniques, or procedures that are commonly accepted practice in the predominant field of work.
· Some knowledge and interest in NAN communities, FN organizations and current events.
· Some knowledge and understanding of indigenous culture and traditions within the NAN territory and communities.
· Fluency in NAN dialect (Cree, Anishininimowin or Ojibway) an asset.
· Light physical effort on a frequent basis with some heavy lifting (up to 40lbs) or moving of materials from time to time.
· Primarily desk work with prolonged sitting.
· Work requires a moderate level of dexterity requiring minimum keyboarding skills.
· Mainly working in a office setting with short periods working in a warehouse setting.
· Working within communities, away from home on a frequent basis.
· Travelling in both commercial and smaller aircrafts.
· Highway driving may also be required.
· Working with the public
· Working in various meeting locations as required.
This position has the authority to approve up to $10,000.00.
This position is under the day-to-day supervision of the Director of Health Policy and Advocacy with further accountability to the Chief Administrative Officer for overall performance.
Application preference will be given to Individuals who self-identify as Indigenous people with the required combination of education and experience and familiarity and/or experience working, serving, or living in one or more of the First Nation communities served by Nishnawbe Aski Nation (NAN).
NAN is committed to providing accommodations, on request throughout the interview and employment process, and if accommodation is required, we will work with the applicants to meet their needs.
Applications (resume and cover letter) and inquiries for all positions may be directed to:
Jill Harju, Recruitment and Training Coordinator
Nishnawbe Aski Nation
200 Syndicate Avenue South
Thunder Bay, ON P7E 1C9
Phone: (807) 473-1020
Fax: (807) 623-7730
Email: [email protected]
Applicants and candidates are accountable for ensuring that information submitted throughout the recruitment and selection process is accurate and true to the best of their knowledge at the time of submission.
Pay: From $34.07 per hour
Benefits:
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- On-site gym
- Paid time off
- Vision care
Work Location: In person
