Deans' Office Administrator, Indigenous Relations

NorQuest College•Edmonton, AB

1d•CA$65,389 - CA$84,907•Hybrid

About The Position

The Deans’ Office Administrator provides administrative leadership and ensures the smooth coordination of the Deans’ offices. The role communicates on behalf of the Deans and maintains strong connections with faculty leadership, staff, instructors, other college departments, the executive office, and external partners. The Administrator prepares materials for meetings, anticipates needs, asks clarifying questions, and reviews documents for accuracy before signatures. The work shifts daily, requiring flexibility, quick decision‑making, and the ability to manage changing priorities. The role also supports risk management by staying aware of faculty issues, identifying matters that require the Deans’ attention, and recommending solutions to emerging challenges. This position helps develop and implement faculty‑wide processes and standards to ensure consistency, financial responsibility, and compliance. It supports onboarding for new leaders and project or contract leads, and provides ongoing guidance on policies and procedures. The Administrator manages major college and faculty events such as Academic Learning Day, New School Year Event, End of Year Celebration, Convocation, Truth and Reconciliation Day, and Red Dress Day. The role oversees SharePoint and TEAMS organization, including folder structures and security settings. Finally, the position serves as a welcoming point of contact for those accessing Indigenous Relations services, helping support community needs, build positive relationships, and ensure smooth operations.

Requirements

Minimum qualification of an applicable diploma.
Minimum of 3 years in related experience in a post-secondary institution.
Business or administrative experience.
Progressive experience working with and supporting people leaders.
Thorough knowledge of Canadian Indigenous history, culture, and Indigenous communities.
Progressive and positive lived experience working with Indigenous Elders, Communities, and Peoples.
Advanced experience with MS Office, including advanced Word, advanced Excel, PowerPoint and Outlook.
Excellent oral and written communication, organizational, time management skills along with the ability to multitask.
Familiarity with financial control functions, including contract management.

Nice To Haves

Ability to develop and maintain positive relationships within colleagues, department, institution and with our community partners.
High ethical standards and the ability to respectfully challenge senior leaders to consider other perspectives.
Ability to work independently and prioritize tasks with minimum supervision.
Ability to work collaboratively and effectively with other team members from other areas of expertise within the organization.
Critical thinker with an ability to prioritize tasks, anticipate needs and assist in meeting deadlines in a very fast paced environment.
Awareness of sensitivities and interests of the diverse stakeholders to ensure the Deans’ and division's relationships are at least maintained and/or strengthened.
A high level of sound and independent judgment, reasoning and discretion.
Excellent interpersonal skills and networking skills, acting with a high level of professionalism and business acumen and ability to maintain confidentiality.
Excellent planning and organizational skills.
Highly detail oriented and excellent writing skills.

Responsibilities

Provides full administrative support to the Deans and divisions, offering clear guidance on policies and procedures to leadership teams.
Supports the Dean in building relationships with Indigenous Elders, communities, and organizations to strengthen partnerships and student support.
Works with senior staff and external partners to develop, review, and distribute reports and proposals.
Communicates and coordinates priorities related to faculty administration.
Manages day‑to‑day operations of the Deans’ offices.
Drafts correspondence such as briefing notes, memos, letters, minutes, and reports.
Reviews and formats reports and proposals to ensure all external requirements and criteria are met.
Creates proposal timelines, identifies required approvals, and ensures deadlines are met.
Develops and monitors faculty guidelines for expense claims and procurement card use.
Advises administrative staff across the faculty to ensure consistent practices.
Assists with planning annual Indigenous events at NorQuest College.
Coordinates tours, community ceremonies, and related requests.
Onboards new leaders and project leads.
Ensures invitations, sign‑offs, briefing notes, and legal reviews are completed accurately and submitted on time.
Creates engaging content to promote programs, activities, and events.
Works with Indigenous communities and Elders to develop meaningful stories and materials.