Administrative Assistant, Indigenous Affairs

NOSM; Greater Sudbury; On-site; CAD 52,000 - 61,000; Full time

Job summary

Qualifications

• A College diploma in Office Administration or equivalent is required.
• Minimum of one year of related administrative experience is required.
• Indigenous lived experience and understanding of Indigenous cultures is required.

Responsibilities

• Provide administrative support to the Director of Indigenous Affairs and IA members.
• Manage scheduling, meetings, minutes, and travel arrangements.
• Prepare correspondence, reports, presentations and maintain filing systems.
• Maintain IA and IRG websites and coordinate promotional materials.
• Frontline liaison with students, staff, faculty and visitors.

Skills

Administrative experience

Indigenous engagement

Microsoft Office

Communication

Education

College diploma in Office Administration

Tools

Word

Excel

PowerPoint

SharePoint

Job description

Unit:

$51,924.22 – $60,845.58

Location:

Sudbury or Thunder Bay, Ontario, Canada

Term:

Six (6) months

Existing Vacancy:

Yes

Number of Positions:

1

Closing Date:

Applications close on October 6th, 2026 at 4:00 p.m.

Reporting to the Director of Indigenous Affairs, the Administrative Assistant provides administrative assistance and support to the Indigenous Affairs (IA). The Administrative Assistant also assists learners, staff and faculty with their needs and inquiries, redirecting them to appropriate staff as necessary.

The primary purpose of Administrative Assistant position for the Office ofIndigenous Affairsis toprovidedirect administrative support to theDirector, IAand the secondary function is toprovideadministrative support totheIndigenous Reference Group (IRG).This position alsoprovidesadministrative support toIndigenous Affairs membersin addition to being the front liaison forIndigenousAffairs.Furthermore, this position is responsible for management of theIndigenous Affairs and IRGwebsites.

Tasks may include but are not limited to the following:

• Opens and distributes incoming regular and electronic mail and other material and coordinates the flow of information internally and with other units and organizations. Prepares replies on routine matters.
• Prepares, edits, and proofreads correspondence, reports, presentations, and other required material/ documentation. Prepares graphs, charts, spreadsheets, and schedules to aid unit members.
• Schedules meetings, books rooms, and organizes video/teleconferences for unit or committee members ensuring that all necessary arrangements are made. Committee support includes creation and distribution of agenda, recording and preparation of meeting minutes, coordination of follow-up required, dissemination of documents, etc.
• Undertake routine administrative tasks including arrangements for printing, photocopying, collation of documents, coordinating catering and travel arrangements, and completing relevant reconciliations
• Using approved NOSM University standard procedures, develops, updates, and maintains electronic and hard copy files, which are often highly confidential, in order to retrieve information using knowledge of filing systems and retrieval.

Unit Specific Responsibilities

• Responsible formanagingall scheduling needs for theDirector.
• This includesputting together documentationformeetings, schedulingappointments and committee meetings as per theDirector.
• Assists theDirectorin putting togetherreportssuch as,MCUreports,Indigenous AffairsHighlight Report toIRGandthe Associate DeanofEquity & Inclusion, etc.
• Front line support to theDirectorby handling email, calls and appointments.
• Assists theDirectorin coordinating events.
• From time to time will do research on specific information/issue forDirector.
• Performs daily administrative support functions such as word processing; compose,edit,and proofread correspondence, reports, etc.
• Tracking,maintaining,and processing all invoices, cheque requisitions,Visa statements, budget transfers and preparing these documents for theDirectorsignature.
• Maintains inventory fortheUnit and orders office supplies whenrequired.
• Maintain and developappropriate filingsystem(physicaland electronic)for theDirectorand Indigenous Affairs.
• Arranges travelforDirectorandreconcilesfinancialstatements.
• The secondary function of this position toprovideadministrative support to theIndigenous Reference Group(IRG).
• Works closely with theChairof IRGtoconveneand hold regular meetings.
• Prepares and distributes meeting packages toIRGmembers.
• Collects relevant background information for discussions, for example, copies of university policies,IRGminutes, etc.
• Manages andmaintainsrecords for theCommittee, including currentmembership listsand contact information.
• Organizes and distributes promotional materials for Indigenous Affairs.
• Designs and prepares advertisements concerningIndigenous Affairsprograms and services for local, regional, and nationalpromotions.
• Day to day contact with students, faculty,staffand campus visitors.
• On-campus liaison with various academic departmentsand or coordination of Sudbury or Thunder Bay campus.
• Performs all other duties as assigned

Qualifications

Education

• A College diploma, preferably in Office Administration, Business Administration or other administrative-related discipline, from a recognized Canadian institution or an equivalent combination of education and experience is required.

Knowledge, Skills and Abilities

• A minimum of one (1) year related experience is required.
• Must have Indigenous lived experience, as well as demonstrated experience working with Indigenous peoples, cultures and community.
• Understanding of geopolitical context experienced by Indigenous peoples
• Must be proficient in Word, Excel, PowerPoint, and various databases and have some knowledge of room booking systems and other programs.
• Knowledge of SharePoint is an asset
• Demonstrated experience recording and transcribing minutes .
• Strong writing, editing and proofreading skills.
• Demonstrated time management skills.
• Ability to adapt to new technology.
• Ability to deal with people tactfully, diplomatically, and professionally.
• Ability to conduct internet research, searches and manage email.
• Experience and knowledge of office practices and procedures.
• Ability to respond quickly in a dynamic and changing environment.
• High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment.
• Knowledge of the Occupational Health & Safety Act and Regulations.
• Knowledge of university administration policies and procedures is an asset
• Ability to work individually as well as part of a team.

Language

• Must be able to communicate effectively in English (verbally, written and comprehension)
• Ability to speak and/or understand local Indigenous languages is an asset.

Working Conditions

• Extended periods of sitting, some lifting.
• Interaction with learners, staff, faculty, and the public at large.
• Working in a busy office environment with frequent interruptions.
• Travel between Thunder Bay and Sudbury and occasional overtime and travel to remote communities in Northern Ontario.

NOSM University
Attention: Human Resources
935 Ramsey Lake Road, Sudbury, Ontario P3E 2C6
Email: [e-mail]

NOSM University offers accommodation for applicants with disabilities throughout its recruitment processes. If you require accommodation during the recruitment process, or require an accessible version this posting, please contact Human Resources via email at [e-mail] .

NOSM University invites applications from all qualified individuals. NOSM University is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Indigenous people, persons with disabilities, and persons of any sexual orientation or gender identity.

NOSM University does not use AI in our hiring process.

NOSM University needs to gather information about applicants’ status as either Permanent Residents of Canada or Canadian citizens. Applications need not identify their country of origin or current citizenship; however, all applications must include one of the following statements:

“I am a Canadian citizen or permanent resident of Canada.”

“I am not a Canadian citizen or permanent resident of Canada but I am legally eligible to work in Canada.”

“I am not a Canadian citizen or permanent resident of Canada or otherwise legally eligible to work in Canada.”

While all responses are appreciated and will be handled with the strictest confidence, only those being considered for interviews will be acknowledged.

NOSM University is a non-profit organization.
Charitable Registration: 86466 0352 RR0001