Alluriarniq Administrative Assistant

Administrative Assistant (Alluriarniq Program)
Full Time, Term ending Mach 31, 2025

It is the mission of Tungasuvvingat Inuit (TI) to broadly provide Inuit-specific programs that contribute to the health and wellbeing of Inuit and to encourage and support similar programs for Inuit across the country. With over 30 years of highly successful experience in crafting the design, development, and delivery of a wide range of effective, client-centered services, TI continues to deliver quality programs and services that directly benefit our growing urban Inuit population.

Through mobile outreach, counselling and elder guidance, the Alluriarniq Program will assist Inuit adults and youth aged 13 years and older who are involved in sex work or are being sexually exploited to safely exit the sex trade or reduce harms associated from it – either from street level sex work or from survival sex used to obtain drugs, housing, food, or other resources. The Administrative Assistant assists the Alluriarniq Program Manager in the overall running of the program and operation of the program site and provides general proactive administrative and operational support to program staff. Delivery services in a proactive, collaborative, and cost-effective manner reflecting an active knowledge-sharing culture.

Job Responsibilities

Telephone calls/reception and visitors’ management

• First point of contact for clientele entering program site
• Screen phone calls/ messages taking appropriate action.
• Provide general information to the public; cover main reception.
• Take ownership of enquiries, referring the client to the appropriate team member.

Meetings& Space management

• Coordinate meetings, events and teleconferences as directed by the program manager.
• Coordinate program internal and external requests for events and meetings space booking.
• Manage the administration of meetings including document collation, agenda, minutes preparation, circulation and follow up.

Program manager – Diary & Email management / Incoming mail, Post

• Manage emails/ communications taking appropriate action, escalating, or delegating accordingly with direction from the program manager.
• Prepare a list of action items and issues, referring to relevant team as appropriate.
• Provide comprehensive diary management using initiative to resolve any conflicts.

Office operation

• Assist with the overall management of the office operation including maintenance requests for building, van, follow up on repair calls, WIFI connection etc…
• Manage the ordering of office supplies, van usage and food, ensuring strict adherence to cost controls and budgets.

Administrative, finance and events support

• Develop and maintain hard/soft filing systems.
• Provide administrative and clerical support for funding and grant applications and other projects
• Prepare weekly purchase orders, invoices, reports, memos, monthly visa reconciliation with receipts and other correspondence.
• Provide administrative support for and demonstrate strong collaboration skills, liaise, and work with program team.
• Coordinate the translation of promotional material as directed by manager.
• Monitor and document sign in/out sheets.
• Assist in managing large and complex events, facilitating all logistical arrangements ensuring compliance with event budget, internal policies and procedures.
• Other duties may be assigned and applicable to the position.

Relationship management and client service support

• Support programing staff with communication of project events, programs, and services via, print and social media under the direction of Program Manager and Communications Manager
• Support drops in programing and outreach as directed by the program manager.

Qualifications

The ideal candidate will have strong knowledge of Inuit Qaujimajatuqangit and Inuit culture, societal values, customs, and traditions. Strong knowledge and understanding of the program’s processes, tools and specialized needs are required.

Excellent attention to detail, organizational and problem-solving skills are required. Ability to deescalate aggressive behavior and situations is a key requirement of this position.

A diploma or degree in Business Administration, Office Management or Office Administration is required. A minimum of three years of experience supporting management in an administrative capacity is required. Experience working with individuals engaged in human trafficking, homeless or street involved population in Ottawa is required. Previous experience working in a social services environment and working with Inuit is an asset. Certification for Safe Food Handling, CPR, Crisis Prevention and Intervention, Suicide Prevention and Intervention is required.

Proficient use of MS Word, Excel, PowerPoint, Outlook, video-conferencing platforms and electronic records management applications is required. Clear Vulnerable Sector Check with results acceptable to TI is required. Fluency in English is required and the ability to communicate in Inuktitut is a significant asset.

An acceptable combination of related education and work experience may be considered.

Salary and Benefits

• TI offers a competitive total compensation package.
• TI provides paid sick, personal and family sickness leave days, and a 24/7 confidential Employee and Family Assistance Plan.

Deadline for applications is June 21, 2024.

To apply, please submit your resume and cover letter to .

Preference in hiring will be given to qualified Inuit candidates; applicants are encouraged to self-identify. Interested candidates are encouraged to visit our website at to learn more about our programs and services.

The successful candidate for this position will be required to obtain a vulnerable record check with results acceptable to TI. Accommodation for applicants with disabilities is available upon request.

The office is located at 604 Laurier Avenue West, Ottawa. The incumbent works in a comfortable office environment, with steady interaction with clients, staff, visitors, and callers. Occasional Travel may be required.

We thank all interested applicants in advance for their interest. Only individuals selected for interviews will be contacted.