Administrative Assistant

The Tla’amin Nation (TN) is a modern, forward thinking, self-governing nation located on the beautiful upper Sunshine Coast (qathet Region).

Position Summary

Job Type:                   Full Time - Temporary

Hours of Work:          Monday – Friday 8:30am-4:30pm (occasional evening or weekend hours as required)

Reporting to:              Early Childhood Education Manager

Department:               Education

Reporting to the Early Childhood Education Manager, the Administrative Assistant provides general administrative and operational support for the Nation's various early childhood programs which include the Infant/Tot program, the 3-to-5-years program, Chi Chuy Preschool, as well as the Indigenous Supported Child Development and Early Childhood Development Outreach programs. This full-time, permanent position will be located at the Nation's Child Development Resource Centre.

Key Responsibilities

Performs all duties and responsibilities in accordance with Tla’amin laws, regulations, policies, practices and procedures as directed by the Early Childhood Education Manager. Maintains confidentiality as required pertaining to Citizens, clients, employees and general matters of the Nation.

Administrative Support

• Provides administrative support to the Early Childhood Education Manager including filing, scheduling, answering requests, phone calls, taking messages, etc.
• Organizes documents for the Manager’s signature such as timesheets, invoices and RFP’s.
• Places on-line orders for office supplies, on-line grocery orders, equipment etc. through various suppliers.
• Coordinates and prepares meeting kids, agendas and room bookings, and takes meeting minutes as required.
• Completes monthly credit card statement verification and provides receipts.
• Provides administrative support to Early Childhood program staff.
• Creates forms and documents.
• Completes required data entry.
• Supports the planning and delivery of various early childhood events.

Internal and External Communication

• Serves as a key point of contact between Early Childhood and other departments, community members and other external parties.
• Maintains awareness of various activities taking place within early childhood programs in order to assist with inquiries.
• Assists with drafting and distributing communication updates.

General Office Administration

• Arranges courier and general mail services as well as receiving and forwarding deliveries
• Places orders for office supplies, groceries and equipment through various suppliers.
• Maintains various electronic and hard copy filing systems.
• Coordinates agendas, packages and room bookings for required meetings.
• Provides general support to Early Childhood programs as required.
• Tracks existing employee certifications to flag recertification dates.
• Supports other departments with administrative needs during peak work periods and to cover key administrative functions in other departments during vacation or leave.

Other related duties as assigned.

Qualifications

Training, Education, Experience

• Grade 12 or General Educational Development (GED)
• A minimum of 2 years of office/clerical experience in a professional
• An equivalent combination of education and experience will be considered.
• Acceptable Police Information Check (PIC) with vulnerable sector
• Valid class 5 driver's license and acceptable driving record.

Knowledge, Skills and Abilities

• Intermediate computer skills using Microsoft Office, including Teams, Word, Excel and PowerPoint.
• General proficiency with technology including office equipment (copiers, phone systems, )
• Well-developed verbal communication and interpersonal listening
• Good member service skills: friendly, positive, responsive, professional, and
• Well-developed office administration skills including filing and filing systems, operating office equipment and technology.
• Good writing skills and the ability to take accurate and succinct meeting
• Detail oriented, organized and proactive with strong time management Ability to multi-task.
• Strong ability to maintain
• Basic understanding of the Tla'amin laws, regulations, and
• Able to work independently with minimal day-to-day supervision as well as working within a collaborative team framework.

Working Conditions

Work is performed primarily in an office environment. Some work will be performed at community events and meetings where assistance with set up and tear-down will be required. Occasional travel to attend meetings or training is required. Occasional evening or weekend work may be required.

How to Apply
Please apply online by sending your resume and cover letter to: https://tlaaminfirst.bamboohr.com/careers/354

OR drop-off/mail to Attention: Human Resources Department, Tla’amin Nation, 4779 Klahanie Rd, qathet, BC, V8A 0C4 

This posting will be open until filled.

*We thank all applicants for their interest, however only those shortlisted will be contacted