Crisis Response Program Assistant
Nodin’s Crisis Response Program (CRP) provides support to First Nations communities impacted by traumatic incidents and associated crises. CRP receives information on critical incidents and community needs/concerns, collaborates with communities/other partners to formulate a plan, supports localized strategies, and coordinates a response by mobilizing resources as requested. Supports offered include counselling, emotional support, debriefing, cultural support, and providing options for longer-term recovery and healing. Another option is to dispatch volunteer non-clinical crisis teams formed by neighboring communities and/or provide support to volunteer teams established in-community.
The Program Assistant provides programmatic, administrative, coordination and logistical support to Nodin’s Crisis Response Program Manager and staff. The position reports to and works closely with the Crisis Response Program Manager, supporting change management and program development initiatives, and very essential for the smooth and efficient operation of departmental administrative functions.
The Program Assistant reports directly to Nodin’s Office Manager.
Salary for the position is $57,869 – $70,454.
Who can apply: Persons of First Nations ancestry will be given preference (s.16 (1)CHRA)
- Minimum High school diploma/GED required and/or post-secondary education in Office Management or Office Administration or equivalent working experience.
- Minimum 2 years experience in office administration or office support environment.
- Professional integrity and profound ability to maintain confidential information is essential.
- Proficient typing skills with a minimum typing speed of 60 wpm, and working experience with MS Office (Word, Excel, PowerPoint, Outlook), Internet, and various office equipment.
- Excellent communication (written and verbal), problem solving, time management, organizational and interpersonal skills.
- Ability to take initiative, be adaptable, multitask, meet deadlines and work independently in a face-paced and ever-changing environment.
- Demonstrated capability of recording meeting minutes and keeping files up to date.
- Accuracy and strong attention to detail.
- Highly skilled in building relationships with internal staff, external customers and communities.
- Utilize critical thinking/problem solving skills to quickly resolve problems.
- Ability to speak one or more of the First Nations dialects of the Sioux Lookout region is an asset.
- Knowledge of First Nations people, culture, and mental health priorities in the Sioux Lookout region is preferred.
- As per policy, applicants should note that proof of COVID-19 immunizations is a condition of employment within SLFNHA.
DUTIES & RESPONSIBILITIES:
Support to the Crisis Response Program Manager
- Maintain confidentiality; protecting and maintaining confidential materials.
- Time and Calendar Management: scheduling appointments/meetings, anticipating needs, changes and rearranging meetings; often controlling access to and being the liaison between the Manager and others.
- Transcription: taking dictation and minutes of meetings.
- Document Preparation and Management: formatting, proofreading and editing letters, memos, reports, contracts, and presentations, and creating forms/charts/tables.
- Completion of Reports and Collecting Data: assembling data and preparing reports.
- Financial Management Support: providing assistance in the preparation and monitoring of the operational budget for materials, supplies and equipment, and expenditures.
- Travel Planning: coordinating travel arrangements and itineraries; occasionally travelling with the Manager to take notes and/or provide general assistance during presentations.
- Attending Supervision Meetings: to report on administrative work, examine workflow, for task assignment, performance review, and to problem solve.
Admin Support to Program
- Maintaining Staff/Contractors Schedule: track staff whereabouts; updating and distributing the weekly staff schedule.
- Staff Orientation, Assistance, and Mitigation: conduct office procedures orientation for new employees, assist (e.g. securing vehicles) and solve problems (e.g. triage with IT).
- Filing and Documentation Management: following an organized filing/document management process for electronic and paper documents.
- Admin Duties: receiving calls and relaying messages, photocopying, faxing, typing, tracking mail, shipping, organizing shredding, filing, ordering, stocking etc.
- Devise and Maintain Office Systems: including data management and filing and streamlining administrative procedures.
- Updating Various Databases and Documents for Distribution: for example program charts, internal contact sheets, training notifications and log, announcements, correspondence etc.
- Maintaining Office Needs: procure and maintain supplies/materials and equipment for site office ; assists with the coordination of building alteration and maintenance schedules and reporting any safety issues.
- Meeting and Training Coordination: arranging on-site and off-site meetings and events including logistics (e.g. communication, location, meals, equipment, materials, RSVPs, and travel) and track participants.
- Support and Attend Staff Meetings: organize and participate in staff meetings on a consistent basis, and support other meetings as requested.
- Program Promotion: manage program reference materials and ensure availability at all times for dissemination; assist with updating website and communications, and distribution of promotional items.
- Committees and Events: as requested, assist with and participate in committees (i.e. health and safety) and other events such as SLFNHA’s annual general meeting.
- Coverage: Provide coverage for the Office Manager for absences (i.e. Vacation, Cultural Time).
- Admin Team: Participate in scheduled Admin Meetings. Lead meetings when Office Manager is not available.
- Other Duties: performs other related duties as assigned.
Job Application Form
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