Administrative Assistant (First Nations, Métis and Inuit) Adjoint administratif (Premières Nations, Métis et Inuits)

Full Time
  • Full Time
  • Ottawa

Canadian Centre on Substance Abuse

Position:

Administrative Assistant (First Nations, Métis and Inuit)

Reports to:

Director, Indigenous Partnerships and Strategy

Profile Date:

March 2024

The Canadian Centre on Substance Use and Addiction (CCSA) changes lives by bringing people and knowledge together to reduce the harms of alcohol and other drugs on society. We partner with public, private and non-governmental organizations (NGOs) to improve the health and safety of people living in Canada. An NGO with a national focus, CCSA envisions a healthier Canadian society where evidence transforms approaches to substance use.

CCSA acknowledges that First Nations, Métis and Inuit people are the holders of Traditional Indigenous Knowledge. We respect the power of the Indigenous ways of knowing and of Traditional Indigenous Knowledge and commit to learning about and incorporating this knowledge into our work with proper guidance.

Reporting to the Director, Indigenous Partnerships and Strategy (or designate), the Administrative Assistant provides support to the First Nations, Métis and Inuit team through a range of administrative duties. This position is part of an administrative support team that assists other divisions within CCSA as needed.

Responsibilities

  • Manages and maintains the director’s Outlook calendars
  • Prepares documents such as reports and spreadsheets and related items such as graphs
  • Coordinates and sets up meetings and provides support to ensure they operate smoothly
  • Manages logistics around special events (e.g., venue selection, catering, technical requirements, registration, hotel and travel arrangements) and provides support to ensure they operate smoothly
  • Records minutes for division meetings and other meetings as required
  • Nurtures reciprocal relationships with First Nations, Métis and Inuit communities and National Indigenous organizations, including Thunderbird Partnership Foundation, Assembly of First Nations, the Métis National Council and Inuit Tapiriit Kanatami
  • Monitors, responds to and tracks information requests from internal and external collaborators by email and phone
  • Updates contact databases and records management systems, and provides training to division staff on these information systems as required
  • Maintains and updates the division’s processes and orientation binder, and provides training to new division staff on these processes as required
  • Supports staff in assigned project-based work
  • Records division staff’s leave in the Outlook calendar
  • Provides administrative support to the director and division staff (e.g., photocopying, faxing, filing, typing, creating documents)
  • Reviews divisional expense claims and submits them to the director for approval
  • Performs related duties as assigned

Qualifications

  • A minimum of two to three years of experience working with First Nations, Métis and Inuit organizations
  • Relevant training, preferably through a diploma program, a degree program, or both – or equivalent experience engaging with Indigenous governments, communities or organizations
  • Excellent skills with Microsoft Office (i.e., Outlook, Word, Excel, PowerPoint) and experience working with databases and online document management systems
  • Significant experience with electronic calendar management
  • Organizational, time-management and support skills, including an ability to manage conflicting workloads, determine priorities and accept personal responsibility for the completion of tasks
  • Ability to exercise discretion and demonstrate effective judgment and decision-making skills
  • Strong communication skills – verbal and written, including the ability to proofread and edit
  • Ability to work well under pressure, maintaining tact and courtesy, and with little supervision
  • Professional demeanour and an ability to think proactively
  • Strong problem-solving skills and attention to detail
  • Enthusiastic team player

Assets

  • Bilingualism in English and French
  • Ability to speak Inuktitut, Michif, Cree, Dene or Ojibwe

CCSA is committed to equity, diversity and inclusion in all aspects of our work. As an organization, we are committed to ensuring that First Nations, Métis and Inuit people and all equity-deserving groups are fully represented, including women, people of colour, people with disabilities, and people who are 2SLGBTQ+.
CCSA is dedicated to learning from and supporting people with lived or living experience of substance use and health. We encourage people with lived or living experience of substance use to apply to join the CCSA team.

CCSA promotes the rights of all people with disabilities as outlined in the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005, and its related Integrated Accessibility Standards Regulation. CCSA will make appropriate accommodations on request. Please inform CCSA in advance of a request for accommodation during the recruitment process by email.
Preference will be given to Indigenous applicants who demonstrate a strong connection to community with a commitment to advancing Indigenous health priorities.

If you are interested in this position, please submit a cover letter and resumé. We thank all applicants. Only candidates selected for an interview will be contacted.

No agencies please.

The Canadian Centre on Substance Use and Addiction changes lives by bringing people and knowledge together to reduce the harm of alcohol and other drugs on society. We partner with public, private and non-governmental organizations to improve the health and safety of Canadians.

CCSA activities and products are made possible through a financial contribution from Health Canada. The views of CCSA do not necessarily represent the views of the Government of Canada.

Poste :

Adjoint administratif (Premières Nations, Métis et Inuits)

Relève de :

Directeur, Partenariats et stratégies autochtones

Date :

Mars 2024

Le Centre canadien sur les dépendances et l’usage de substances (CCDUS) transforme des vies en mobilisant les gens et les connaissances afin de réduire les méfaits de l’alcool et d’autres substances sur la société. En partenariat avec des organismes publics et privés et des organisations non gouvernementales (ONG), il travaille à améliorer la santé et la sécurité des personnes vivant au Canada. Le CCDUS est une ONG d’envergure nationale dont la vision parle d’une société canadienne en santé dans laquelle les données probantes transforment les approches concernant la consommation de substances.

Le CCDUS reconnaît que les Premières Nations, les Métis et les Inuits sont les détenteurs du savoir traditionnel autochtone. Il respecte le pouvoir des modes de connaissance autochtones et du savoir traditionnel autochtone et s’engage à apprendre de ce savoir et à l’intégrer dans son travail, avec l’encadrement adéquat.

Relevant du directeur, Partenariats et stratégies autochtones (ou son mandataire), le ou la titulaire appuie l’équipe Premières Nations, Métis et Inuits en accomplissant diverses tâches d’ordre administratif. Il ou elle fait partie d’une équipe de soutien administratif venant en aide aux autres divisions du CCDUS, au besoin.

Responsabilités

  • Gérer et tenir à jour les calendriers Outlook du directeur
  • Préparer des documents (p. ex. rapports, feuilles de calcul) et du matériel connexe (p. ex. graphiques)
  • Assurer la coordination et l’organisation de réunions et contribuer à ce qu’elles se déroulent bien
  • Gérer la logistique d’événements spéciaux (p. ex. choix de l’emplacement, service de traiteur, besoins techniques, inscription, hébergement et déplacements) et contribuer à ce qu’ils se déroulent bien
  • Rédiger le procès-verbal des réunions de la division et d’autres rencontres, au besoin
  • Entretenir des relations réciproques avec les communautés métisses, inuites et des Premières Nations et des organisations autochtones nationales, notamment la Thunderbird Partnership Foundation, l’Assemblée des Premières Nations, le Ralliement national des Métis et Inuit Tapiriit Kanatami
  • Examiner les demandes de renseignements reçues par courriel et téléphone de collaborateurs internes et externes, y répondre et en assurer le suivi
  • Mettre à jour les répertoires de contacts et les systèmes de gestion des documents, et expliquer le fonctionnement de ces systèmes d’information au personnel de la division, au besoin
  • Tenir à jour les processus et le cartable d’orientation de la division, et expliquer ces processus aux nouveaux employés de la division, au besoin
  • Fournir du soutien aux employés dans leur travail sur certains projets
  • Inscrire les absences des employés de la division dans le calendrier Outlook
  • Offrir un soutien administratif au directeur et au personnel de la division (p. ex. services de photocopie, de télécopie, d’archivage, de dactylographie et de création de documents)
  • Passer en revue les demandes de remboursement des dépenses du personnel de la division et les faire approuver par le directeur
  • Accomplir d’autres tâches, selon les instructions émises

Qualifications

  • Au moins deux à trois ans d’expérience de travail avec des organisations métisses, inuites et des Premières Nations
  • Formation pertinente, acquise de préférence dans un programme menant à un diplôme . click apply for full job details

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