ACCOUNTABILITY
The Program Assistant will report directly to the Director of Anishinaabewaadiziwin for day-to-day activities.
JOB SUMMARY
Under the supervision of the Director of Anishinaabewaadiziwin, the Program Assistant provides reception, clerical and program support services. Working in a multi-disciplinary environment, the Program Assistant will perform functions related to daily operations and delivery of the Anishinaabewaadiziwin program and ensuring that discretion and confidentiality are maintained at all times.
ROLES AND RESPONSIBILITIES
- Develops and edits draft letters, spreadsheets, power points, and written documentation.
- Coordinates departmental services, and scheduling.
- Provides support and manages general calls into the department as required.
- Ensures that Anishinaabewaadiziwin files are managed and kept current both in paper and electronic formats.
- Co-ordinates the utilization and application of the Anishinaabewaadiziwin Request Form, as requested. This includes managing the entry of core data into the system, understanding and developing report writing from the systems.
- Coordinates closely with Director of Anishinaabewaadiziwin and staff on the Request Form functions and capability.
- On-boarding and Orientation of staff and leaders in understanding their responsibilities within the Traditional Healing and Wellness Framework.
- Processing and coordination of Anishinaabewaadiziwin functions within: Recruitment, Orientation/On-boarding, Compensation, Benefits, Policy, Disability Management, Training and Development, Health and Safety/Staff Health, etc.
- Must be willing and able to travel [northern, rural, and urban areas].
- Other duties as assigned.
MINIMUM QUALIFICATIONS
- Persons of First Nations ancestry will be given preference (OHRC, Part II, Special Employment).
- The ability to perform the requirements of the position on a regular basis.
- Ability to communicate in one of the First Nations dialects in the Sioux Lookout Zone is an asset.
- Post-Secondary Education in Office Administration and experience deemed acceptable by the employer.
- One (1) to three (3) years of related experience
- 1-3 years working as a Program Assistant.
- Ability to communicate effectively both verbally and in writing.
- Proficient in Microsoft Office programs.
- Superior telephone manners and strong interpersonal skills.
- Ability to work individually and as part of a team.
- Flexibility to allow one to work effectively in a diverse, fast-paced environment.
- High level of integrity and work ethic.
- Positive performance record.
Key Competencies
- Developing and maintaining a network of contacts, both inside and outside the organization, with people who may be able to supply information, assistance, or support for work-related goals. This includes building and maintaining friendly, warm relationships or a network of contacts with people who are, or might someday be, helpful in achieving work-related goals.
- Taking the initiative to exceed (external and internal) client expectations constantly and consistently.
- Ensuring that work accomplished is accurate in all relevant aspects.
- Making decisions and/or taking action that recognizes the organization`s unique integrated pattern of behaviors and characteristics.
- Creating honest, trusting, and successful working relationships with others (inside and outside the organization) by consistently demonstrating competence and reliability in job performance, and representing what is best about the organization through demonstrated principles, actions, and communications…
Background
The typical minimum level of education to perform this job competently is equivalent to high school graduation and completion of a diploma training program at a college or technical school. The person requires an ability to understand, utilize and communicate specialized information in speech and written text. This specialized training is often formalized and recognized by a specific certificate, diploma or license.
Directly/indirectly related work experience representing continuous learning and required for someone to perform this job competently is one to three years.
Ongoing work assignments typically have clearly defined goals, but no (or minimal) direction with respect to what action steps to follow. The incumbent’s education, training, and previous experience will help ensure that the goal of the assignment can be clearly defined and understood (even if that means just knowing what relevant questions to ask), but the required/optional approaches to achieving the goal will often remain unclear, undefined and/or untested until the work assignment is well underway.
