Administrative Assistant, ISC

WESTERN UNIVERSITY; London; On-site; CAD 25,000 - 39,000; Part time

Job summary

Western University seeks an Administrative Assistant in the Indigenous Student Centre to support leadership and staff with administrative tasks and program services for Indigenous students and the wider campus community.

The role maintains student records, handles financials, coordinates meetings, and supports events at the Wampum Learning Lodge, contributing to a welcoming campus environment.

Qualifications

• Minimum: Community College Diploma in an administrative field.
• Preferred: Post-Secondary Degree in Social Service Work or related field.
• Experience supporting Indigenous communities is valued.

Responsibilities

• Maintain and update the Unit's filing system and records.
• Record meetings, take minutes, and manage financial records for the Unit.
• Assist with groceries, supplies, room bookings, and mail delivery.
• Support Indigenous student events at the Wampum Learning Lodge as needed.

Skills

Customer service

Interpersonal skills

Organizational skills

Communication

Education

Community college diploma

Post-secondary degree (preferred)

Tools

Microsoft Office

Records management software

Job description

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Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the \"Western Experience\" - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.

About Us

Western’s Office of Indigenous Initiatives leads system-wide change required to advance truth and reconciliation efforts, achieve equitable outcomes for Indigenous peoples, and implement Western’s Indigenous Strategic Plan. The Office is committed to building and strengthening relationships with Indigenous communities locally, provincially, nationally and internationally, and fostering an academic environment, where all students, staff, faculty and community members experience the university as a welcoming, supportive, culturally safe environment in which Indigenous languages, ways of knowing, being and doing are respected and supported.

The Office’s priority areas are:

• strategic planning and implementation
• communications and reporting
• policy development and practice
• space planning and management
• curriculum and training development
• student affairs, access and recruitment strategies
• faculty and staff recruitment and retention strategies
• research and scholarship strategies.

Within the Office of Indigenous Initiatives is the Indigenous Student Centre, committed to supporting Indigenous students in reaching their highest potential through a safe space, wholistic, culturally relevant and strength-based programs, and services that foster Indigenous presence and inclusion, increasing access and retention.

The priority areas for the Indigenous Student Centre are:

• Indigenous student academic and career support
• Indigenous youth and community outreach
• Indigenous orientation and transition
• Indigenization of the student experience
• Indigenous Student wholistic well being

Responsibilities

The Administrative Assistant (Indigenous Student Centre) plays a critical role in assisting the leader/ direct report and staff with various administrative duties related to the delivery of programs (supportive programming focused on cultural systems of community and healthy relationships) and services geared toward current and prospective Indigenous students at Western University. This role will impact both the Indigenous and non-Indigenous communities at Western, as well as the greater London Indigenous community, in an effort to educate, decolonize, and indigenize our systems.The Administrative Assistant is responsible for maintaining and updating the Unit's filing system, student records, and storage facilities. They also are responsible for recording team meetings and minutes,financial record keeping for the Unit, making deposits, receiving and processing receipts and reconciling cash advances in a timely and accurate manner. The Administrative Assistantassists all staff in the daily operations of the Centre including grocery and supply orders, organizing meetings, booking rooms and assisting with receiving, sorting and delivering mail. The role will also be called upon to provide support for student events that occur at the Wampum Learning Lodge, as required.

Key Accountabilities and Outcomes the Role is to Achieve

• Through one-on-one support and facilitation of visiting teachers and Knowledge Keepers to provide cultural programming, Indigenous s tudents will learn the meaning of healthy relationships, how to foster them with self, family/friends, and community (both Indigenous and non-Indigenous). Indigenous students will gain strategies to:
  • Heal their relationships with education through close connections to the land
  • Develop and grow their safe community within campus
  • Fostering of self-confidence around Indigenous identity.
• This role will gather feedback from Indigenous students on their needs and provide weekly drop-in times for sharing time together as a support.
• Provide access to knowledge outside of their scope through guest teachers (Elders/Knowledge Holders) focused on topics of wholistic wellness: the physical, mental, spiritual, and intellectual.
• Students will gain life skills focused on food – purchasing and cooking, budgeting, balancing family, and community responsibilities with academic responsibilities.

Qualifications

Education:

Minimum Required: Community College Diploma in an administrative field

Preferred: Post-Secondary Degree in Social Service Work or a related field

Experience:

• 1 year of experience in a supporting role for Indigenous people, focused on youth
• Experience working with Indigenous community organizations
• De-escalation and conflict management training
• Trauma-Informed Lens and Anti-Oppressive Approach

Preferred:

Experience and knowledgeable of Indigenous community engagement practices

Preference will be given to candidates who self-identify as Indigenous (First Nation, Métis, Inuit) from Turtle Island and can affirm claims of Indigenous membership and citizenship as required within Western’s MAPP Policy 1.58 – Aff

Skills, Abilities & Expertise:

• Knowledge of general office procedures including records management systems
• Ability to establish effective routines for excellent communication with all members of the team to maximize productivity
• Proven ability and natural inclination to interact with people in professional, respectful and diplomatic manner
• Self-motivated multi-tasker with strong organizational skills
• Positive, outgoing attitude with genuine customer service orientation
• Demonstrated ability to work independently, take initiative and follow through on work assignments
• Familiarity with University policies and procedures preferred
• Written and verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
• Customer service skills to understand customer needs and expectations, with a desire to deliver helpful and reliable service to the University community
• Ability to apply supportive and cultural knowledge to on-on-one and group interactions.
• Ability to source new information resources for students dependent on the need expressed.
• Knowledge of Indigenous cultures, health/healing practices, current and historical issues, and anti-oppressive approaches towards services and support.
• Demonstrated knowledge of the social determinants of health and the social consequences and risk factors associated with mental illness (e.g., substance abuse and addiction, suicide, self-harm, stigma).
• Knowledge of diversity as it affects different populations and service delivery, including, but not limited to, gender, sexual identity, cultural, spirituality and racial issues
• Well established and demonstrated interpersonal, relationship building, leadership, and oral and written communication skills
• Strong organizational skills and proven ability to exercise a high level of initiative and independent judgement
• Intermediate computer skills in Microsoft Office Suite

Why Western?

Western offers a broad and exciting variety of part-time and temporary