Job Title: Administrative Assistant to the Office of the Nyaagaaniid
Administration

Position Status: Permanent, Full-Time
Non-Union

Department: Office of the Nyaagaaniid, Mukwa Waakaai’gan, EDI and
Student Success

Supervision Received: Executive Assistant to the Nyaagaaniid

Location: Sault Ste. Marie, ON

PRIMARY FUNCTIONS:

A. Operational Support 45%

B. Event Coordination 45%

C. Other Duties 10%

TOTAL 100%

The Office of the Nyaagaaniid models a welcoming, inclusive safe space to both learn and work, and has a strong commitment to Algoma University’s Special Mission, Indigenization,
Decolonization, Equity, Diversity, and Inclusion (EDI), and the Seven Grandfather Teachings, all of which guide the work and interactions of the office. Algoma University is a multi-campus university with locations in Timmins, Brampton, Mississauga, and Sault Ste. Marie, and it is expected that the department works collaboratively to support all locations.

Reporting to the Executive Assistant, the Administrative Assistant provides services that support the day-to-day operational administrative needs of the Office of the Nyaagaaniid and subsequent departments. The incumbent ensures the needs of the office and employees are met in a timely manner. This position requires high confidentiality, good judgment, common sense, exceptional attention to detail, adaptability, and the ability to work under challenging time constraints and conditions due to various priorities within the Office of the Nyaagaaniid.
The incumbent will be required to continuously shift priorities in order to meet the changing demands of the Office of the Nyaagaaniid, and is expected to display high standards of diplomacy and professionalism.

RESPONSIBILITIES:

A. Operational Support (45%)

● Coordinate and track departmental expenses specific to the Nyaagaaniid’s spending, ensuring proper submission on Beanworks; invoicing, purchasing, purchase orders, payments, vendors, etc.

● Organize and reconcile all spending on the corporate credit card in a timely manner, ensuring spending is in accordance with policies and procedures at the institution.

● Prepare honorariums as requested by the VP Nyaagaaniid and EA to the Nyaagaaniid from the Office of the Nyaagaaniid Cash Box, adhering to the policies and procedures as outlined by the Financial Services Department.

● Assist with coordination and organization of meetings as required, including logistics, materials, catering, bookings, equipment, preparation, and execution.

● Provide real-time support during meetings as required including taking minutes and following up on action items.

● Assist with errands related to the Office of the Nyaagaaniid, including picking up supplies and equipment, as necessary.

● Support confidential records management, including the creation of new files when projects/initiatives are started, expiration of old files, as well as the requesting of, and contribution to, current files.

● Develop and maintain a confidential record-keeping system within the Google Drive of the Office of the Nyaagaaniid, adhering to access and sharing policies and restrictions as outlined by the Executive Assistant to the VP, Nyaagaaniid.

● Maintain strict confidentiality when dealing with Senior Executive level information, documents, meetings, correspondence, etc.

● Assist in the maintenance of monitoring systems to track departmental priorities.
● Assist with the planning and coordination of all travel arrangements, conference registrations, itineraries, and all other travel documents, authorizations, claims, and reconciliations as per university policy for the Vice-President, Nyaagaaniid (and guests, as requested).

● Assist in the coordination of the yearly (and ongoing) planning of both the Office of the
Nyaagaaniid and the Vice-President Nyaagaaniid’s schedule.

● Provide vacation/absence coverage for Executive Assistant to the Nyaagaaniid.

B. Event Coordination (45%)

● Work collaboratively with the Administrative Assistant, Mukwa Waakaa’igan,
Anishinaabe Academic Resource Centre, and Shingwauk Residential School Centre teams, as well as the Administrative Assistant, EDI, for larger scale events.

● Coordinate, schedule, plan, and execute events/functions related to the Office of the
Nyaagaaniid.

● Act as Nyaagaaniid’s Lead for Institutional & Partnership Events, completing tasks as assigned on behalf of the Office of the Nyaagaaniid.

● Work collaboratively with internal and external partners to ensure the successful execution of events and strengthened relationships.

● Assist with the coordination of Dignitary visits as assigned by the Senior Executive team, working in collaboration with the departments of Marketing & Communications and Strategic Advancement & Alumni Affairs.

● Prepare agendas, itineraries, work plans, and other related documents for all events/functions hosted by the Office of the Nyaagaaniid.

C. Other Duties (10%)

● Provide administrative support for the day-to-day functions of the Office of the
Nyaagaaniid, working collaboratively with the Executive Assistant to the Nyaagaaniid.

● Other duties, as assigned.

WORKING CONDITIONS:

Physical Effort Minimal:
Some lifting/physical effort required for transportation of materials and setup/take down of events.

Physical Environment Minimal:
Minimal exposure to unpleasant/disagreeable conditions.

Sensory Attention Moderate:
Moderate need for detailed/precise work to be completed while accommodating regular interruptions.

Mental Stress Moderate:
Work activities are performed with occasional exposure to one or more mental pressures but the stress would not be noticeably disruptive to the work nor result in unpleasant reactions (i.e. normal deadlines, client interactions, repetitive work, etc.)

MINIMUM QUALIFICATIONS

● Undergraduate degree in any field, or diploma in a related field, and a minimum of three (3) years of experience in an administrative role, or an equivalent combination of education and experience, is required.

● Knowledge of Anishinaabe (First Nation, Métis, Inuit) cultural protocols, knowledge, and background or experience is considered an asset.

● Training in Indigenous histories and cultures is considered an asset.
● Project management experience is considered an asset.
● Demonstrated ability to effectively plan small, medium, and large-scale events.
● Excellent use of technology for collaboration; strong computer skills, including

Microsoft applications; G-suite preferred.
● Strong interpersonal and communication skills with the ability to represent the university professionally in interactions with internal and/or external communities.
● Ability to work independently, meet deadlines and manage time effectively.
● Excellent administrative and organizational skills with the demonstrated ability to take initiative, multitask, problem solve and prioritize work in a high-volume office with attention to detail.

● Understanding of, and ability to uphold, strict confidential regulations as per university policy.

● Team player with the ability to work effectively with people of diverse backgrounds, styles, and abilities.

● Valid driver's license.
● Commitment to understanding Algoma University’s Special Mission and the Seven

Grandfather Teachings.
● Vulnerable Police sector check is required.

Salary Scale: $47,200 to $59,000 annually

Please submit a resume and cover letter (combined PDF) to People and Culture no later than 4:00 p.m. on on Tuesday, May 23, 2023.

Algoma University is strongly committed to fostering diversity and inclusivity within our community and is an equal opportunity employer. The university invites and encourages applications from all qualified individuals who would contribute to the further diversification of our Institution, including equity-seeking groups that are traditionally underrepresented in employment (Indigenous peoples, racialized persons, women, persons with disabilities, and
2SLGBTQQIPA+ persons).

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request, accommodation will be provided by Algoma University throughout the recruitment, selection,

and/or assessment process to applicants with disabilities.

This position is open to all qualified applicants, although preference will be given to Canadian citizens, permanent residents, and those qualified to work in Canada.

Job Types: Full-time, Permanent

Salary: $47,200.00-$59,000.00 per year

Benefits:

• Dental care
• Extended health care
• Life insurance
• On-site parking
• RRSP match
• Tuition reimbursement

Schedule:

• Monday to Friday

Work Location: In person

Application deadline: 2023-05-23

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