Administrative Assistant, Office of Indigenous Engagement and Initiatives

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Job Title:

• Administrative Assistant, Office of Indigenous Engagement and Initiatives
• Employee Group:

Administrator

Employee Type:

• Permanent
• Start Date:

• Sunday, November 1 2026
• End Date (if applicable):

Job Summary:

The Administrative Assistant reports to the Executive Director of Indigenous Engagement and Initiatives (IEI) and has a central role within the IEI team and the Gathering Place.

The Administrative Assistant works with the Executive Director to support the IEI team. The IEI team includes staff who deliver services and programs through the Gathering Place. The IEI team is dedicated to developing a proactive and integrated system of student services that supports Indigenous students throughout their studies at the college, improves the overall quality of the Indigenous student experience, and creates systemic change within the Institution. IEI also plays a central role in maintaining relationships with Indigenous partners and leading and coordinating the college’s efforts to fulfil its Indigenization and reconciliation goals. The IEI team also includes the Indigenous Upgrading Program (IUP) team that works at Musqueam to provide individualized educational support to Musqueam Band Members, so that they can attain the academic preparation or credential necessary for employment or further education.

• The Administrative Assistant is responsible for maintaining the front desk of the Gathering Place, providing administrative support to the IEI and IUP teams, the Executive Director, and to maintain the space within the Gathering Place. The Administrative Assistant position is an in-person role that is located within the Gathering Place (located at the main campus on 49th Avenue) and works collaboratively with colleagues across the institution to accomplish their work.
• Job Description:

C. Duties & Responsibilities:

Front Desk:

Staffs the front desk of the Gathering Place and welcomes visitors to the space.

Responds to in-person, telephone, fax, and email messages and inquiries from prospective and current Indigenous students, staff and faculty, community members, post-secondary institutions, community organizations, and the public on behalf of the IEI team.

Engages with visitors and directs prospective and current students to Indigenous Student Support Specialists, the Indigenous Counsellors, and other student services and community supports when appropriate.

Selects, trains, and oversees Indigenous Student Assistants who are assigned to staffing the front desk and maintaining the Gathering Place.

Gathering Space:

Responsible for maintaining a safe, supportive, welcoming, and positive environment in the Gathering Place.

Assists the Executive Director or their designate in managing and maintaining the physical space within the Gathering Place.

Liaises with Facilities, Campus Security, Information Technology (IT), Health and Safety, Chartwells, and other administrative departments and support services to maintain the space and support the work of the IEI team.

Initiates projects to maintain and further enhance the physical space of the Gathering Place.

Student Support:

Works in close collaboration with Indigenous Engagement and Initiatives team, including the Indigenous Upgrading Program team by providing general and administrative support to their programs, services, events, and initiatives.

Assists the IEI and Indigenous Upgrading Program teams in responding to student crises and emergencies.

Oversee the Gathering Place’s community kitchen, including maintaining the space, monitoring and ordering food for students and the Gathering Place community in collaboration with the Indigenous Student Support Specialists.

Administrative Support:

Organizes and schedules meetings, appointments, room bookings, catering, travel, and other priorities for Indigenous Engagement and Initiatives.

Maintains Gathering Space and Indigenous Upgrading Program team schedules, including team meetings, advising schedule, and yearly activity schedule. Maintains IEI and Indigenous Upgrading Program team schedules, including team meetings, advising schedules, and the yearly activity schedule.

Prepares meeting agendas and ensures that relevant information is circulated prior to meetings, recording proceedings, taking, and distributing minutes, relevant information pertaining to various committees and prepares future agendas.

Organizes and maintains the digital and paper filing system and archives for the IEI team.

Creates and manages an active bring-forward system for all action items recorded in minutes of meetings and ensures they are included in future agendas.

Compiles data (qualitative and quantitative) and prepares regular updates of IEI activities, as well as Indigenous student and community data.

Co-ordinates the collection and collation of data, prepares documentation for various reports related to the work of IEI, such as Ministry Reports, Strategic Planning Reports, Annual Reports, and Reports to the College Board and the College President. Generates reports related to various projects and programs as required.

Supports the Executive Director and Associate Director with Human Resources tasks, including hiring and onboarding of new staff members.

Updates the Indigenous Engagement and Initiatives webpage using Drupal content management system.

Maintains and purchases IEI supplies, catering orders, and maintains office equipment and office supplies when needed.

Financial Processing

Supports the Executive Director or designate in maintaining the IEI budgets and funds.

Creates and monitors budgets for programs, events, and other initiatives.

Monitors and tracks expenditures and revenues throughout the year, producing financial reports as needed.

Completes expense claims, p-card purchases and reconciliation, cheque requisitions, interdepartmental transfers, other financial transactions in a timely manner.

Sources and maintains relationships and contracts with Indigenous service providers, including Elders, Knowledge Keepers, performers, artists, and caterers.

Performs other related duties as assigned.

Indigenous Education and Services (IES) and Gathering Space:

IES is located within the Associate Vice President Students portfolio. IES is physically located within the Gathering Space and oversees it. The Gathering Space is a safe, welcoming, positive, supportive, and protected space for Indigenous students on-campus. It also acts as a hub for centralized student services to connect with and support Indigenous students.

The IES and Gathering Space teams are founded upon respect, honesty, integrity, and teamwork. Team members are Indigenous student services professionals who are dedicated to empowering Indigenous peoples, families, and communities through post-secondary education. IES team members work in close collaboration with colleagues across the college in the spirit of collegiality. IES respects and honours the cultural diversity of Indigenous peoples, including gender and sexual diversity, and values the different ways of knowing, being and doing Indigenous. Following the traditional teachings, the team takes a culturally grounded, community-based approach to our work.

E. Qualifications Required:

Education & Experience

Two year diploma or associate degree, preferably with course work