Project assistant, indigenous futures circle

University of Waterloo; Southwestern Ontario; On-site; CAD 50,000 - 63,000; Full time

Job summary

A leading educational institution in Ontario is looking for an Indigenous Futures Circle Coordinator to assist senior leadership in implementing initiatives associated with Indigenous relations. The role requires strategic and operational support, excellent organizational skills, and experience in project management. Candidates preferred with ties to Indigenous communities and relevant lived experience. The position offers a temporary contract and is a full-time opportunity.

Qualifications

• Proven ability to manage large volumes of work and competing deadlines.
• Experience with project planning and community engagement.
• At least 3-5 years of experience in an office work environment.

Responsibilities

• Support Indigenous Futures Circle meetings and logistics.
• Conduct research for reports and materials.
• Manage financial tracking and reporting.
• Maintain confidentiality of documents.

Skills

Outstanding organizational skills

Strong written communication

Collaboration skills

Analytical skills

Intermediate Microsoft Office experience

Cultural understanding of Indigenous communities

Education

University degree or college diploma

Tools

Microsoft Office Programs

Adobe Acrobat Professional

Job description

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day.

Learn more about our recruitment process.

Job Requisition ID: 2025-00721

Time Type: Full time

Employee Group: Staff

Job Category: Administrative Support

Employment Type: Temporary

Department: Indigenous Initiatives

Hiring Range: $50,006.31 - $62,507.89

The internal posting deadline is Thursday, October 30 at 11:59PM. Term: 21 months

Job Description

Primary Purpose

The Indigenous Futures Circle Coordinator works closely with senior leadership (Director, Indigenous Faculty Relations and Associate Vice‑President, Indigenous Relations) in OIR to implement and sustain the IFC’s work as part of the University of Waterloo’s broader Global Futures Initiative. The Coordinator position provides strategic advice and operational support to OIR senior leadership and members of the Indigenous Futures Circle and is suited for individuals who demonstrate initiative, outstanding time‑management skills and excellent judgment in prioritizing duties, responsibilities, tasks, and projects to ensure accurate and timely completion.

Key Accountabilities

Administrative Management

• Work closely with OIR’s senior leadership to support IFC meetings including scheduling, agenda setting and recording minutes.
• Arrange external meetings with Indigenous community partners.
• Communicate internally with University researchers.
• Perform research to assist in the preparation of reports, briefing notes, letters, agenda and other materials as required.
• Develop and implement a communications strategy for the IFC in collaboration with the Inclusive Communications Manager, Indigenous Relations.
• Create and post content to the IFC website and social media.
• Participate in IFC visioning workshops and work with OIR senior leadership to synthesize and summarize the findings from community visioning workshops.
• Purchase supplies to support the IFC internal meetings and community visioning workshops.
• Assist OIR senior leadership and IFC participants with the development and submission of funding proposals.
• Respond to and/or redirect telephone, mail and e‑mail correspondence and in‑person inquiries in a professional and personalized manner on behalf of the IFC.

Financial Responsibility

• Implement and manage financial tracking and controls, ensuring that University policies and procedures are followed.
• Generate monthly financial reports as required by OIR’s senior leadership.
• Work with and brief OIR’s senior leadership on financial matters as required.

Confidential Support

• Maintain and effectively manage confidential materials, documents and information.

Required Qualifications

Education

• A university degree or college diploma is required.

Experience

• An understanding of the university, its policies and procedures and a proven ability to manage large volumes of work and competing deadlines.
• Experience with project planning, community engagement and project metrics tracking.
• A minimum of 3-5 years experience in an office work environment. Experience working in an academic environment is considered an asset.

Knowledge/Skills/Abilities

• The preferred candidate will be First Nations, Métis, or Inuit with lived experience of Indigenous world views, cultures and values and strong ties to First Nations, Métis and/or Inuit communities.
• Knowledge of and/or experience building partnerships, collaborations and meaningful engagements with Indigenous communities.
• Familiarity and/or experience with social science research paradigms and methods.
• Outstanding organizational, analytical, and problem‑solving skills, exceptional time‑management skills and meticulous attention to detail.
• Collaborative team player comfortable executing and taking constructive input from multiple sources.
• Outstanding verbal and written communication skills and a proven record of demonstrated tact, judgement, and diplomacy.
• Intermediate experience with Microsoft Office Programs, Adobe Acrobat Professional and/or other data content management systems.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti‑racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [e-mail] or 519‑888‑4567, ext. 45935.