Administrative Assistant, Office of Indigenous Education and Services

Langara College

22d • CA$30 - CA$42 • Onsite

About The Position

The Administrative Assistant reports to the Executive Director of Indigenous Initiatives (EDII) and Services and has a central role within the Indigenous Education and Services (IES) team and the Gathering Space. The Administrative Assistant works with the EDII to support the IES team, which includes the Gathering Space and Indigenous Upgrading Program (IUP) teams. The Gathering Space team focuses on developing a proactive and integrated system of student services to support Indigenous students throughout their studies, improve their overall experience, and create systemic change within the Institution. The IUP team provides individualized educational support to Musqueam Band Members at Musqueam to help them attain the academic preparation or credential necessary for employment or further education. IES also plays a central role in maintaining relationships with Indigenous partners and leading and coordinating the college’s efforts to fulfill its Indigenization and reconciliation goals. The Administrative Assistant is responsible for maintaining the front desk of the Gathering Space, providing administrative support to the Gathering Space and IUP teams, the Executive Director, and maintaining the space within the Gathering Space. This is an in-person role located within the Gathering Space at the main campus on 49th Avenue, working collaboratively with colleagues across the institution.

Requirements

• Two year diploma or associate degree, preferably with course work in Indigenous Studies, from a recognized post-secondary institution.
• Minimum 3 years’ relevant experience providing services and/or support to Indigenous peoples in an administrative capacity, preference given to applicants with post-secondary education experience.
• An equivalent combination of Indigenous lived experience, education, and knowledge may be considered.
• Knowledge and understanding of Indigenous culture, traditions and protocols, preferably those of West Coast First Nations.
• Knowledge and understanding of the concepts around Indigenization, decolonization, and familiarity with the Truth and Reconciliation Commission of Canada’s Final Report.
• A working knowledge of the Microsoft Office suite.
• Excellent oral and written communication skills with the ability to prepare documents, reports, etc., and express ideas clearly in writing or in person.
• Excellent organizational skills and the ability to work well under pressure with frequent interruptions and with minimal supervision, manage complex workload, and to meet deadlines.
• Ability to maintain strict confidentiality, professional boundaries, exercise initiative, discretionary judgment, and act with tact, diplomacy, and integrity.
• Strong computer skills, including Microsoft Office (including MS Word, Excel, PowerPoint, Teams, Forms, and SharePoint), Zoom, email marketing, Student Information, and Workday systems.
• Ability to facilitate positive communication and cultivate working relationships with Indigenous students, communities, Elders, and organizations.
• Must be a team player, willing to work with others to resolve problems, and able to exercise judgement and initiative to identify and respond to issues before they become problematic.
• Must be able to handle confidential personal and sensitive information with discretion.
• The successful candidate for this position will be a candidate who is Indigenous, (First Nations, Métis, and Inuit peoples) of Canada.

Nice To Haves

• A relevant Bachelor’s degree preferred.
• Experience providing administrative support to a Senior Academic position preferred.

Responsibilities

• Staffs the front desk of the Gathering Space and welcomes visitors.
• Responds to in-person, telephone, fax, and email messages and inquiries from prospective and current Indigenous students, staff and faculty, community members, post-secondary institutions, community organizations, and the public.
• Engages with visitors and directs prospective and current students to Indigenous Student Services Specialists, the Indigenous Counsellor, and other student services and community supports.
• Selects, trains, and oversees Indigenous Student Assistants for front desk staffing and maintaining the Gathering Space.
• Maintains a safe, supportive, welcoming, and positive environment in the Gathering Space.
• Assists the Executive Director or their designate in managing and maintaining the physical space within the Gathering Space.
• Liaises with Facilities, Campus Security, Information Technology (IT), Health and Safety, Chartwells, and other administrative departments and support services.
• Initiates projects to maintain and further enhance the physical space of the Gathering Space.
• Provides general and administrative support to the Gathering Space and Indigenous Upgrading Program teams, their programs, services, events, and initiatives.
• Assists the Gathering Space and Indigenous Upgrading Program in responding to student emergencies.
• Oversees the Gathering Space’s community kitchen, including maintaining the space, monitoring and ordering food for students and the Gathering Space community.
• Organizes and schedules meetings, appointments, room bookings, catering, travel, and other priorities for Indigenous Education and Services.
• Maintains Gathering Space and Indigenous Upgrading Program team schedules.
• Prepares meeting agendas, ensures relevant information is circulated, records proceedings, takes and distributes minutes, and prepares future agendas.
• Organizes and maintains the digital and paper filing system and archives for the Office.
• Creates and manages an active bring-forward system for all action items recorded in minutes of meetings.
• Compiles data (qualitative and quantitative) and prepares regular updates of IES activities, as well as Indigenous student and community data.
• Co-ordinates the collection and collation of data, prepares documentation for various reports related to the work of IES, such as Ministry Reports, Strategic Planning Reports, Annual Reports, and Reports to the College Board and the College President.
• Generates reports related to various projects and programs as required.
• Supports the Executive Director with Human Resources tasks, including hiring and onboarding of new staff members.
• Updates the Indigenous Education and Services webpage using Cascade content management system.
• Maintains and purchases IES supplies, catering orders, and maintains office equipment and office supplies.
• Supports the Executive Director or designate in maintaining the Indigenous Education and Services budgets and funds.
• Creates and monitors budgets for programs, events, and other initiatives.
• Monitors and tracks expenditures and revenues throughout the year, producing financial reports as needed.
• Completes expense claims, p-card purchases and reconciliation, cheque requisitions, interdepartmental transfers, and other financial transactions.
• Sources and maintains relationships and contracts with Indigenous service providers, including Elders, Knowledge Keepers, performers, artists, and caterers.
• Performs other related duties as assigned.

Benefits

• Extensive medical, dental, and vision coverage
• Hybrid-work program for eligible positions
• Generous vacation package plus paid time off during college winter closure (1 week in December)
• Employer paid defined benefit pension plan
• Potential eligibility for educational, training, and developmental programs
• Access to on-site daycare subject to availability
• Tuition waivers for courses at Langara College, subject to space availability
• Course/program tuition reimbursements
• Wellness classes and campus engagement events

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree