Administrative Assistant

Position Title: Administrative Assistant

Hours of work: 35-hour week

Location: 106 Centennial Square, 3rd Floor

Reports to: Student Success Manager

Appointment: Permanent

Salary: $51,000

 WHO WE ARE:

OSHKI-WENJACK's mission is building and empowering First Nations Futures.

 VISION STATEMENT:

Strengthening Nations through First Nations Education.

POSITION SUMMARY

Supporting the Student Success Department, the Administrative Assistant is responsible for providing exemplary administrative support and may often serve as the first point of contact for students. As such, the successful candidate must demonstrate an open, welcoming, and approachable demeanor. They will be a self‑confident, proactive, and innovative thinker who possesses superior organizational and time‑management skills, with the ability to manage a variety of competing responsibilities. This is a fast‑paced role with multiple demands and requires a strong commitment to confidentiality. The Administrative Assistant must interact seamlessly and professionally with a diverse range of individuals. They will be relied upon heavily to manage communications, scheduling, administrative functions, and operational needs. This position will also periodically provide receptionist coverage for the second floor.

KEY RESPONSIBILITIES

·       Perform a wide variety of administrative tasks.

·       Draft, review, and prepare documents, letters, memos, emails, and presentations using Microsoft Word, PowerPoint, and other Microsoft tools.

·       Manage verbal and written communication with employees, key groups, and external stakeholders.

·       Coordinate with IT to support successful meetings and presentations.

·       Efficiently manage multiple calendars and schedule day‑to‑day activities.

·       Arrange, schedule, and organize departmental meetings.

·       Prepare and distribute meeting notifications.

·       Collect agenda items, required materials, and updates or changes.

·       Create agendas as needed.

·       Record meeting minutes and track agenda items.

·       Handle printing, faxing, copying, filing, and messages.

·       Complete special projects, including preparing PowerPoint presentations and special reports.

·       Coordinate travel arrangements for Student Success Department staff in collaboration with other administrative staff.

·       Keep the Student Success Manager informed of time‑sensitive and priority issues.

·       Maintain both paper and electronic filing systems.

·       Coordinate and liaise with Oshki‑Wenjack staff as required; play a key role in supporting collaboration within and outside the department.

·       Participate in committees to help organize events such as the Christmas party, graduation ceremony, and other institutional activities

Other Duties

·       Process Purchase Orders.

·       Manage Visa receipts.

·       Take personal responsibility to increase sensitivity, awareness, and application of Oshki‑Wenjack's cultural teachings and organizational practices in all professional conduct and work‑related outputs.

·       Seek guidance and teachings from Elders and Knowledge Holders as appropriate for work‑related deliverables.

·       Work in alignment with the philosophy and mandate of the Institute.

·       Adhere to all Institute Policies and Procedures.

·       Always maintain a high level of professionalism.

·       Uphold the Code of Ethics and foster positive relationship‑building.

·       Maintain regular attendance and conduct in accordance with Oshki‑Wenjack's Policies and Procedures.

COMPETENCIES REQUIRED

Specific Knowledge:

·       Knowledge of Indigenous culture, traditions, and Indigenous communities

·       Exceptional writing skills to produce professional workplace correspondence.

·       Word formatting

·       Proficiency in Microsoft Office Tools such as PowerPoint, Word, and Excel

·       OneDrive

·       Social media platforms

Skills and Attributes

·       Takes initiative.

·       Motivated and driven.

·       Possess a professional and warm demeanor, with a track record of managing sensitive situations tactfully and diplomatically.

·       Excellent oral and written communications skills to effectively interact with team members and any external parties.

·       Ability to communicate complex concepts and solutions to problems with diverse audiences in both formal and informal professional contexts.

·       Effective research skills.

·       Self-starter with the ability to work independently and in a team environment.

·       Strong time management and multi-tasking skills

·       Proficient organizational skills, with the ability to manage multiple priorities and meet deadlines

·       Ability to solve problems

QUALIFICATIONS AND REQUIREMENTS

Required

·       Post-secondary Diploma, Office Administration with a minimum of 1 year's demonstrated experience

·       Equivalencies may be considered.

·       Highly proficient with office productivity tools and an aptitude for learning new software and systems.

·       Strong time management skills and an ability to organize and coordinate multiple concurrent projects.

WORKING CONDITIONS

·       Routine and repetitive tasks.

·       Fast paced.

·       Tight deadlines.

ADDITIONAL INFORMATION

The Administrative Assistant is based at the Centennial Square location; however, all employees may be required to work across other sites or at home from time to time.

 Health & Safety

All employees are required to carry out their duties in a manner that does not adversely affect their own health and safety and that of others by reporting all potential hazards; and all incidents and injuries; as well as co-operating with any measures introduced in the workplace to improve health and safety.

 Job type: Permanent Full-Time

 In addition to a rewarding career where you can truly make a difference, we offer a comprehensive benefit package that meets the various needs of our diverse employees, Including,

·       Cultural Activities.

·       Employee development group activities.

·       Personal training opportunities.

·       Health, dental and vision.

·       Company pension.

·       Paid Vacation.

·       Paid sick days.

·       Personal days.

·       Paid Stat and Civic Holidays.

·       Access to cultural supports.

·       Paid time off at Christmas in addition to paid vacation time.

 Schedule:

· hour shift

·       Day shift

·       Monday to Friday

·       In-person

·       Travel may be required

Experience:

· year

Employment is subject to:

·       Proof of Education requirements

·       Satisfactory criminal record check

·       Proof of any licenses or certifications

·       Must be willing to work a flexible 35-hour work week.

·       Oshki is committed on implementing measures to protect its community members, staff, and other stakeholders from COVID-19. As a result, Oshki has implemented a mandatory vaccination policy. Exemptions will be made for those with a valid medical exemption; proof of the exemption will be required.

Oshki-Wenjack is committed and dedicated in building a workforce that reflects the demographics that we serve. In alignment with our Mission and Mandate and in accordance with Ontario Human Rights Code and the Canadian Charter of Rights and Freedom, preference will be given to candidates of Indigenous ancestry. Candidates are encouraged to self identify as being of Indigenous ancestry (First Nation, Metis, or Inuit).

The above statements are the general functions of the position, and should not be

interpreted as a detailed description of all the work requirements that may pertain to the job. This position description will be reviewed on an annual basis and may be subject to change.

Closing Date: March 1, 2026.

We thank all those who apply, however only those selected for an interview will be contacted.