Administrative Assistant, Indigenous Partnerships

Interior Health Authority; Kelowna; Hybrid; CAD 49,000 - 65,000; Full time

Benefits offered by this job

Attractive remuneration package

Employer paid training/education

Employer paid vacation

Extended Health & Dental coverage

Municipal Pension Plan

Work-life balance

Job summary

Interior Health Authority is seeking a term-specific full-time Administrative Assistant to join our Indigenous Partnerships team. The Administrative Assistant will support the Corporate Director, Indigenous Cultural Safety, Anti-Racism Education and Corporate Director, Indigenous Health and Wellness.

The worksite location is flexible and can be located anywhere within the Interior Health region. Salary range is $49,445 to $64,897 per annum with 1.0 FTE; end date is approximately April 20, 2028,

Qualifications

• Experience providing confidential administrative support.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.

Responsibilities

• Coordinating and organizing committee and program workflows.
• Determining priorities and composing confidential correspondence for signature.
• Designing and creating correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry).
• Maintaining confidentiality of information across client care, operations and finance.
• Providing support to the Corporate Director and Indigenous Partnerships leadership team.

Skills

Administrative support

Calendar management

Document preparation

Confidentiality

Communication skills

Tools

Microsoft Office

Job description

Interior Health is seeking a term-specific full-time Administrative Assistant to join our Indigenous Partnerships team. The end date of this position is approximately April 20, 2028, or until return of the incumbent. The Administrative Assistant will support the Corporate Director, Indigenous Cultural Safety, Anti-Racism Education and Corporate Director, Indigenous Health and Wellness.

The worksite location for this position is flexible and can be located anywhere within the Interior Health region.

Some Of The Benefits Of Joining Interior Health

• An attractive remuneration package
• Excellent career prospects
• Employer paid training/education
• Employer paid vacation
• Employer paid insurance premiums
• Extended Health & Dental coverage
• May be eligible to contribute to the Municipal Pension Plan
• Work-life balance

Benefits For Indigenous Employees

• Ceremonial, Cultural, Spiritual Leave
• Indigenous Employee Network
• Indigenous Employee Voices Committee

Salary Range

The salary range for this position is $49,445 (min) to $61,806 (midpoint) to $64,897 (max) per annum, based on 1.0 FTE. Interior Health typically establishes salaries within the minimum and midpoint of the salary range based on qualifications, experience of the applicant, and an internal equity review of the salaries of other employees.

How will you create an impact?

In accordance with the established vision and values of the organization, the Administrative Assistant, Indigenous Partnerships works in a team environment to provide confidential administrative support functions to the Indigenous Partnerships Program. The Administrative Assistant works with the Indigenous Partnerships leadership team and others to support the two portfolio pillars – Indigenous Health & Wellness and Cultural Safety & Humility. Responsibilities include: coordinating and organizing committee and program workflows; determining priorities; composing confidential correspondence for signature; designing and creating correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; maintaining the integrity and confidentiality of all information which flows through, and is processed for management as it pertains to client care, operations, personnel, labour relations, finance, and public affairs; and supporting the Corporate Director in setting the positive, collaborative, efficient tone for the program.

What Will You Work On

• Supports aspects of Partnership Accord Technical Table (PATT) and Letter of Understanding (LOU) meetings with Nation partners to ensure logistics and proceeding are handled efficiently and effectively. Ensures the appropriate flow of information to Partnership Accord Leadership Table (PALT), PATT and LOUs, and the dissemination of action items and decisions to appropriate staff and committees for follow-up.
• Discusses inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Answers routine inquiries and complaints by determining the nature of the issues and provides information directly or through correspondence.
• Initiates follow-up processes with staff and others. Resolves day-to-day problems as required, evaluates operating procedures, and advises management, as necessary. Drafts correspondence/ reports as requested. Prepares spreadsheets, graphs, flow charts, and statistics as required.
• Provides general administrative support by:
• opening and screening daily mail
• acknowledging letters and composing correspondence for signature
• providing supporting information where required
• proofing mailings for spelling, grammar, and clear understanding
• preparing and typing correspondence, memoranda, minutes, confidential reports, and other documents
• responding to administrative requests and inquiries
• protecting the security of confidential information by maintaining private files and typing private correspondence.
• Provides assistance on projects by collecting data requiring the evaluation and determination of available sources. Assembles and edits reports in an appropriate format.
• Assists with maintaining the Indigenous Partnerships web pages.
• Coordinates and standardizes the implementation of technology (new and existing) within the program.
• Sets up and maintains manual and computerized filing systems for all correspondence and administration files. Maintains materials such as policy and procedure manuals.
• Coordinates meeting schedules and calendars for the Corporate Director by prioritizing and arranging appointments and canceling and/or rescheduling meetings as required, ensuring that schedules are manageable.
• Coordinates all administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences including appropriate space, equipment, and materials.
• Arranges travel and accommodation by booking and confirming flights, vehicles, and hotel reservations.
• Provides input to new policies, processes, and the development of strategies.
• Attends and acts as a recorder for confidential meetings such as management meetings. Transcribes minutes and distributes accordingly. Follows up on action items as required, prepares agendas, and circulates necessary materials for meetings.
• Ensures appropriate supplies and support materials are available and equipment is in working order.
• Supports the Corporate Director in completing the required documentation associated with Human Resources including on staff and change notices, payroll removal forms, payroll queries, and travel reimbursements.
• Liaises and coordinates with other Interior Health Administrative Assistants and Executive Assistants, as necessary, to facilitate the many shared matters of daily business.
• In alignment with IH’s Occupational Health & Safety Program, employees shall adhere to all Occupational Health and Safety policies and procedures at all times and attend all required training. Employees are responsible to report any identified hazards, unsafe conditions or incidents to the manager or supervisor immediately.
• Performs other related duties as assigned.

Interior Health strives to create an environment where you enjoy the work you do, the place where you work, and the people around you. Together, we create great workplaces.

Honouring Interior Health’s commitment to Truth and Reconciliation and the Declaration on the Rights of Indigenous Peoples Act (DRIPA), and Pursuant to Section 42 of the BC Human Rights Code, preferential consideration and/or hiring will be given to qualified applicants who self-identify as Indigenous (First Nations, Métis, or Inuit).