Reports to: Director of Operations

Term: Full Time, 40 Hours Per Week        

Hours: 40 hours per week, flexibility is required.

Wage: $23.00 per hour

INCLUDE COVER LETTER AND RESUME.

Pursuant to Section 24 of the Ontario Human Rights Code (the Code), this position will give preference to applicants who identify as a member of an Indigenous community (First Nations, Métis and Inuit peoples). Candidates from this designated group are invited to self-identify in their cover letter, in a transparent manner, as part of the application process. 

Niwasa Kendaaswin Teg provides holistic programs and service for Indigenous children, youth, families, and community that are rooted in culture and language. Our vision is Strong Cultural Identity and Healthy Families. 

As the first point of contact for Niwasa Kendaaswin Teg, the Office Administrator plays a crucial role in representing our organization to the public, stakeholders, and community members. We are seeking a dedicated individual who will provide exceptional customer service and administrative support, reflecting our commitment to Indigenous communities and causes. The ideal candidate will be organized, detail-oriented, culturally sensitive, and passionate about supporting Indigenous initiatives.

RESPONSIBILITIES

Communication & Reception

  • Answer telephone calls and direct them to the appropriate staff members, recording messages.
  • Maintain a telephone log to track calls and inquiries.
  • Ensure clear, professional communication with all visitors, maintaining security protocols during guest arrivals and departures.
  • Oversee and maintain all telephone system operations, including troubleshooting technical issues, ensuring reliable connectivity and coordinating with internal IT and service providers for timely resolution.

Office Organization & Record Keeping

  • Organize and maintain an updated and efficient filing system for all program-related documents, forms, and catalogs.
  • Handle the distribution of all incoming and outgoing mail.
  • Ensure accurate record-keeping, including program registration and transportation messages.

Administrative Support

  • Assist all programs with various administrative tasks as required.
  • Provide photocopying support for staff and board members as needed.
  • Accurately record and maintain the office calendar of events.
  • Manage the Niwasa Kendaaswin Teg website updates and maintain social media accounts.

Data Management & Reporting

  • Assist in preparing reports for management, ensuring accuracy and timely completion.
  • Assist in the data entry for menus and program-related information.
  • Submit enrollment statistics as required.
  • Prepare monthly attendance reports for Child Care and Head Start programs.

Program and Event Support

  • Prepare and manage children’s files and emergency cards prior to program entry.
  • Assist in the coordination and planning of community events.
  • Support the compilation and distribution of the monthly newsletters.
  • Assist in preparing and compiling Board Reports/Packages.

Documentation & Compliance

  • Ensure compliance with Niwasa policies, procedures, and Early Years and Child Care Act.
  • Prepare correspondence for the Annual General Meeting (AGM) and other important communications.

Other Duties

  • Attend professional development opportunities and staff meetings as required.
  • Perform other related tasks and responsibilities as assigned by management.

WORKING CONDITIONS

Office Environment: The position is based in an office environment with typical office equipment, including computers, telephones, and photocopiers.

Physical Demands: The role may require occasional lifting of office supplies or program materials (up to 25 lbs).

Work Schedule: The Office Administrator is expected to work full-time, Monday through Friday, from 8:15 AM to 4:15 PM. Some flexibility in hours may be required to attend special events or meetings outside of regular hours.

QUALIFICATIONS

  • Previous administrative experience, preferably in a non-profit or community-focused environment.
  • Strong organizational and time-management skills.
  • Ability to work independently and as part of a team.
  • Proficiency in office software (e.g., Microsoft Office Suite).
  • Excellent communication skills, both written and verbal.
  • Knowledge of office equipment and its maintenance.
  • Familiarity with social media platforms and website maintenance.

To Apply 

Please submit your resume, cover letter, and references to [email protected] by Friday May 16, 2025.
Remember to highlight relevant experience and why you are passionate about supporting our mission.