Administrative Assistant

Ha Shilth Sa; Port Alberni; On-site; CAD 56,000 - 61,000; Full time

Benefits offered by this job

Competitive benefits

Salary commensurate with experience

Job summary

NTC’s Nursing Program in Port Alberni seeks a reliable Administrative Assistant (term to March 31, 2027) to perform diverse administrative duties under the Manager of Community Health Services.

You will provide essential support, manage calendars, assist with staff orientation and contract documentation, and ensure smooth communications with external agencies and internal teams.

Qualifications

• Grade 12 equivalency required plus post-secondary courses or certification in office administration, or a combination of training and experience.
• 2–3 years of general office skills; health care First Nation services experience is a plus.

Responsibilities

• Provide administrative support for ~20 staff (Travel Claims, Travel Requests, Activity Reports, Timesheets, Calendars, Purchase Orders, Coding, Orientation Packages).
• Assist in orientation of new staff with supervisors, HR, finance, payroll and IT.
• Assist with service provider contract administration including draft contracts and filing provider reports.
• Receive calls, respond to inquiries and assist with referrals.
• Forward information from external agencies to department staff as required.
• Create and maintain Mustim’muhw and/or other databases with Nursing client information.
• Maintain program calendar; arrange phones, faxes, office equipment changes; coordinate meetings.

Skills

Office administration

Verbal and written communication

Multi-tasking and prioritization

Reliable transportation

Education

Grade 12 equivalency + post-secondary courses or certificate in office administration

Tools

MS Word

Excel

Outlook

Job description

The Nuu-chah-nulth Tribal Council (NTC) Nursing Program is seeking a reliable, highly motivated term (to March 31, 2027), full-time Administrative Assistant. This position performs a variety of complex administrative duties. Based out of Port Alberni, the Administrative Assistant is under the general supervision of the Manager of Community Health Services and works closely with all the staff within the Nursing program and other program staff.

Responsibilities Include

• Provide administrative support (including Travel Claims, Travel Requests, Activity Reports, Timesheets, Calendars, Purchase Orders, Coding, Orientation Packages) for approximately 20 staff;
• Assist in the orientation of new staff (including working with supervisors, HR, finance, payroll and IT);
• Assist with service provider contract administration including preparation of draft contracts as directed, advising when reports and renewals are due, and compiling and filing provider reports and contracts;
• Receive calls, respond to inquiries and assist with referrals;
• Forward information from external agencies and internal departments to department staff as required (including contact lists, staffing updates, event notifications, etc.);
• Create, maintain, and upkeep Mustim’muhw and/or other database systems with Nursing client information;
• Maintain program calendar;
• Arrange phones, faxes, office equipment changes/set ups with Program Delivery Coordinator;
• Arranges program and team meetings;

Preferred Qualifications

• Grade 12 equivalency required plus post-secondary courses or certification in office administration. Or a combination of training and experience
• 2 to 3 years of proven general office skills preferably acquired from working in an office administrative capacity; experience in health care of First Nation services would be an asset.
• Proficiency with PC computer software applications (e.g., MS Word, Excel, and Outlook).
• Excellent verbal and written communication skills.
• Sound knowledge of general office practices and procedures.
• Able to act with tact and diplomacy, meet deadlines, and maintain effective working relationships.
• Demonstrated ability to multi-task, plan activities, and prioritize workload.
• Possess avalid driver’s licence and have daily access to a reliable vehicle.
• Provide references and an acceptable criminal record check.

Competitive benefit package and salary based on qualifications and experience: salary range $56,000 - $60,500.

Company

NTC

Location

Port Alberni

We thank all applicants for their interest, however, only candidates selected for an interview will be contacted. Candidates must be legally entitled to work in Canada to be considered for this position.