Executive Administrative Assistant, Wâpanachakos Indigenous Health Program

Competition 1127

This position is a part of the Non-Academic Staff Association (NASA).

This position has an end date of March 31, 2027, and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location - Work primarily takes place at North Campus, Edmonton. This role is in-person.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to more than 14,000 faculty and staff, over 40,000 students and 260,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the Department

The Wâpanachakos Indigenous Health Program was founded in 1988 by the Faculty of Medicine & Dentistry (FoMD) at the University of Alberta to encourage a greater number of First Nations, Inuit, and Metis students gain access to, and graduate from, all Faculty of Medicine & Dentistry programs. Since the program's inception, the Wâpanachakos Indigenous Health Program (WIHP) has been a leader in the recruitment and retention of Indigenous students, representing Abenaki, Blackfoot, Cree, Dene, Delaware, Inuit, Iroquois, Metis, Mi'kmaq, Mohawk, the Ojibwe communities in Health Sciences in Canada.

Position 

Reporting to the Director, Wâpanachakos Indigenous Health Program (WIHP), this position provides executive level administrative support for the Director, the Elders in Residence for WIHP, and provides comprehensive administrative support for the expanding WIHP Program overall. This person is responsible for helping ensure the highly effective and efficient day-to-day operation of this Program, which involves the ability to manage multiple activities and be able to prioritize tasks and schedules as well as daily communication with other program staff, external stakeholders, and community partners. The position also provides administrative support to the WIHP as it relates to HR and Finance.

The WIHP Executive Administrative Assistant models community protocols, practices, cultures and values when working with/in Indigenous communities and peoples.

Duties 

Area/Program Operations

• Coordinate and schedule meetings for the Director, Elders, and Indigenous Advisory Council
• Work with program staff, campus, community, and other partners to create and manage a Calendar of Events 
• Schedules and coordinates Events 
• Assists with travel arrangements for WIHP staff, Elders, visitors
• Greets visitors, responds to program inquiries, triages communications
• Runs reports, assists with financial tracking
• Assists with the administration of petty cash
• Compiles and summarizes information for inclusion in reports or presentation materials.  Prepares charts, graphs or tables as necessary  

Communications/Liaison   

• Maintain and further develop relationship and communication networks with Indigenous communities/peoples, and other partners in Indigenous health in collaboration with the team within the WIHP business unit 
• Create, update, and maintain department contact lists, and areas of interest regarding Indigenous health initiatives for possible and ongoing collaboration and engagement with community
• Responds to inquiries and determines appropriate action required
• Drafts, edits, proofreads, and formats routine communications and documents; manages correspondence for the program; reviews and prioritizes daily incoming communications
• Maintains websites, blogs, social media
• Interacts with faculty, staff, students, external groups, community members and other stakeholders 
• Models community relationship building protocols, practices, cultures and values when working with/in Indigenous communities/peoples  

Process Initiation/Coordination 

• Initiates purchase requisitions, purchase orders and invoices through SupplyNet. Initiates vendor payments
• Initiates payment forms
• Initiates appointments and documentation and contracts for a variety of position types; renews appointments; follows up 
• Requests corporate credit cards as required; performs credit card verifications and reconciliations
• Initiates transactions associated with finance and HR; makes corrections when required
• Creates and maintains spreadsheets and databases. Prepares standard and ad-hoc reports
• Coordinates travel arrangements for supervisor and others when travelling for area/ program business or for recruitment purposes
• Initiates travel and expense claims for WIHP leadership team  

Minimum Qualifications

• High school diploma plus supplemented post-secondary diploma or undergraduate degree; Equivalent combination of education and experience will be considered
• Minimum 3-5 years of related office experience, preferably in an academic setting
• Knowledge of community relationship building protocols, practices, cultures and values when working with/in Indigenous communities/peoples
• Knowledge of event planning/coordination of large-scale initiatives
• Computer proficiency using all Google applications, remote meeting platforms (Zoom, etc)
• Excellent interpersonal and communication (verbal and written) skills including a strong ability to demonstrate professionalism, confidentiality, and diplomacy
• Ability to develop strong, trusting and respectful working relationships
• Adaptable, solutions-focused, ability to troubleshoot and take initiative
• Demonstrated ability to work collaboratively in a team environment while managing competing priorities
• Excellent organizational and critical thinking skills 

Preferred Qualifications

• A high level of Indigenous cultural acumen to ensure cultural protocols are observed and implemented
• Cultural awareness of the Indigenous peoples of Alberta and familiarity with Indigenous communities
• Indigenous applicants are encouraged to apply
• Knowledge of PeopleSoft is an asset

Please include a cover letter and resume as part of your application.