Specific Title: Administrative Assistant-Operations
Location: Thunder Bay, Ontario
Created on: November 2016
Revised on: October 2020
The Ontario Native Women’s Association (ONWA) is a not for profit organization that empowers and supports Indigenous women and their families in the province of Ontario.
ONWA encourages the participation of Indigenous women in the development of Federal, Provincial, Municipal/Local government policies that impact their lives and ensure issues affecting Indigenous women and their families are heard at key government tables.
ONWA is committed to providing services that strengthen communities and guarantees the preservation of Indigenous culture, identity, art, language and heritage. Ending violence against Indigenous women and their families and ensuring equal access to justice, education, health, environmental stewardship and economic development, sits at the cornerstone of the organization. ONWA insists on social and cultural well
– being for all Indigenous women and their families, so that all women, regardless of tribal heritage may live their best lives.
The Administrative Assistant-Operations will provide assistance to the Director of Operations and the entire operations department. This role will actively seek out services and resources available to Indigenous Families within the communities. Reporting to the Director, the Administrative Assistant will perform general office management duties providing organized and proactive administrative, technical and logistical support to the Department.
- Grade 12 or Office Certification – Business Certificate and 2 years’ experience in an Indigenous community setting combined with strong administrative skills and experience.
- Knowledge of Indigenous support services available within the community(s).
- Excellent relationship building skills with the ability to maintain positive relationships with local service agencies.
- Experience tracking and reporting statistical information.
- Knowledge of and connection to service agencies in the location of service delivery.
- Ability to network with other community agencies/services/organizations.
- Awareness of Community Resources.
- Demonstrated experience providing services to Indigenous families and communities.
- Must be dependable, able to follow instructions, respond to management direction and be able to improve performance through management feedback.
- Capacity to solve problems and to see different perspectives.
- Ability to plan, organize and manage time effectively.
- Highly motivated individual with the ability to work with minimal supervision.
- Excellent organizational and communication skills and an ability to follow through on assigned duties independently with strict deadlines.
- Knowledge of Not-For Profit Organizations
- Proficient working knowledge of MS Office Software, internet, and general office equipment.
- Ability to speak an Indigenous Language is considered an asset.
- Valid G Class Driver’s License and access to a reliable vehicle with appropriate insurance.
- Current, valid vulnerable sector criminal records check. Valid 1st Aid/CPR.
- A cellular phone and internet access is required within this position
- Must be willing and able to work a flexible working from home arrangement if required. This may include a combination of virtual remote work in your home and in office arrangements. This will be based on operational needs and will be determined by the ONWA.
- Ability/willingness to travel.
- ONWA is committed and legally obligated (via Ontario Public Health Directives and Regulations) to implement measures to protect its clients, staff and other stakeholders from COVID-19. To comply with its legal obligations, ONWA has implemented a mandatory vaccination policy. Exemptions will be made for those with a valid medical exemption; proof of the exemption will be required
KEY CORE COMPETENCIES REQUIRED:
- Inter-cultural Competency Informed – Understands to incorporate a personal responsibility to increase sensitivity, awareness and implementation of ONWA’s cultural teachings and organizational practices in both professional conduct and work related deliverables.
- Indigenous Gender-Based Analysis Informed – Understands to incorporate an intersectional approach to gender, race and discrimination and subsequent intergenerational impacts affecting Indigenous women and their families.
- Trauma-Based Practice Informed – Understands to incorporate a trauma-informed approach to recognize and respond to all forms of trauma and the necessity of supporting Indigenous women in a culture of tradition and safety in her healing journey.
- She is Wise Leadership Informed – Understands to incorporate the Four Agreements within daily responsibilities and combined with ONWA’s cultural teachings contribute to the empowerment and leadership of Indigenous women within their communities.
RESPONSIBILITIES – SPECIFIC:
- Perform general office management duties providing organized and proactive administrative, technical and logistical support to the Department.
- Research/seek resources to assist Indigenous families and provide information to staff.
- Assist with personnel matters including timesheets, vacation requests, and coordinate all resources for all programs including the off-sites.
- Work with local service delivery agencies to provide information on ONWA and its programs.
- Prepare PowerPoint presentations and work on excel spreadsheets for monthly data collection.
- Assist in preparation of documents, correspondence and printing of information for circulation at events or in-house activities.
- Inputting purchase orders and keeping track of receipts.
- Maintain the department’s filing system; paper and digital.
- Prepare agendas and minutes when needed.
- Prepare correspondence; track deadlines and due dates.
- Ensure an efficient flow of information internally and externally.
- Attend all training opportunities as assigned by Director of Operations.
- Cover reception for breaks and any time off including vacation.
- Attend all mandatory staff meetings and staff development sessions.
- To assist with organizing training and booking travel arrangements for the ONWA
- To assist the Operations Department in annual reporting, data collection and complete quarterly information gathering for promo events, newsletters etc.
- Other duties as assigned.
RESPONSIBILITIES – ADMINISTRATIVE:
- Complete monthly gathering and input of statistics into database.
- Complete quarterly reports on or before the requested due date.
- Maintain accurate, up to date program files and input into database.
- Complete other duties or admin as assigned.
- Administers the quarterly quality assurance and community member questionnaires and efficiently compiles all results for quarterly reporting.
- Assists with the annual reporting and coordinates with Program Coordinators for timely completion.
RESPONSIBILITIES – PUBLIC RELATIONS:
- To network and promote ONWA and all ONWAs related programs.
- Adhere to professionalism at all times and maintain good communications.
EXPECTED STANDARDS OF PERFORMANCE:
- Adhere to the Policies and Procedures as set by the ONWA.
- Representation on committees as required for the enhancement and benefits of ONWA’s programs.
- To network and promote ONWA and all ONWA related programs. Maintain good communication.
- Maintain professionalism at all times.
- The completion of functions outlined in the description and the achievement of goals set to a high level.
- Attendance and conduct at work according to the requirements of the Association’s Personnel
- Adherence to the Code of Ethics, and positive relationship building.
To execute duties and responsibilities outlined in this job description.
The Administrative Assistant-Operations will be directly accountable to the Director of Operations for the proper completion of the functions outlined in the job description.