Position Summary

Seabird Island is committed to enhancing employment and career development opportunities for community members and the clients we serve. We are dedicated to creating a culturally safe and inclusive environment that respects and values First Nations knowledge, traditions, ways of being and the strengths and gifts of our people. We are seeking an Administrative Assistant to support the Employment Services division and assist clients in achieving their employment and training goals.

Under the direction of the Division Manager of Employment, Training, and Social Development, the Administrative Assistant provides essential administrative support, including answering phones, booking appointments, managing files, and performing other clerical duties. This role also involves maintaining client records, preparing reports, and assisting with workshop coordination. Working closely with other Pre-Employment Supports staff members, Career Exploration and Development Practitioners, Employment Pathways and Programs Coordinator, and Income Assistance team this position ensures a coordinated approach to client support and program delivery.

This is a one-year Full-Time Term Contract with an end date of March 31, 2026, with the possibility of extension.

What You'll Do

Administrative Support and Communication:

• Intake and Assessment Support: Assist with intake processes, ensuring client information is accurately collected and documented.
• Client Action Plan Documentation: Support the team by maintaining accurate records of client action plans, follow-ups, and referrals.
• Workshop Coordination: Help organize and schedule employment-related workshops, ensuring materials and resources are prepared.
• Labour Market Information: Maintain and distribute self-help materials and labour market information for clients.
• Organize and manage the administrative activities of the Employment Services division.
• Collaborate with the Employment services team to schedule and support workshops, training sessions, and employment readiness initiatives.
• Communicate regularly with the Pre-Employment Supports team and Career Exploration and Development Practitioners to ensure seamless client service and accurate information sharing.
• Answer general phone inquiries in a professional, courteous, and timely manner.
• Respond to general information requests with accurate and relevant information.
• Greet clients and visitors professionally, ensuring a welcoming atmosphere.
• Forward incoming general emails to the appropriate staff members promptly.

Documentation and Reporting:

• Use word processing, spreadsheet, and database software to prepare reports, memos, and other documents.
• Maintain accurate and up-to-date client records in collaboration with other team members.
• Assist in preparing and distributing regularly scheduled reports.
• Produce and distribute various correspondence (e.g., memos, letters, and forms).
• Code and file materials according to established procedures for easy retrieval.
• Maintain and update contact lists in line with templates and guidelines.
• Ensure the accuracy of the department's databases by regularly updating and verifying information.

Mail and Inventory Management:

• Sort and distribute incoming mail and courier deliveries in a timely manner.
• Prepare and send outgoing mail and courier parcels accurately.
• Maintain supplies inventory by checking stock levels and anticipating future needs to avoid shortages.
• Back up electronic files according to proper procedures to ensure data security.

Operational and Administrative Assistance:

• Complete operational requirements by scheduling across communities and assigning administrative tasks, ensuring efficient and timely execution.
• Provide administrative support to management and staff as needed, including scheduling meetings, preparing materials, and handling inquiries.
• Support coordination of employment readiness and skills development initiatives alongside the Employment teams.
• Assist with coordinating workshops, training sessions, and client appointments.

Other Duties

• Additional responsibilities as needed to support the community and uphold our shared values.

Working / Special Conditions

• Initial and ongoing employment is subject to submission of a clear Criminal Record Review Program Check to ensure the safety and trust of the communities we serve. This check will be conducted every five years.
• Initial and ongoing commitment to the values and guidelines of Sq'wqel (Seabird Island Band), including our policies, procedures, standards of practice, and laws, is essential. This commitment supports our collective work, the community, and the responsibilities of this role.
• Must possess a valid class 5 driver's license and have access to safe and reliable transportation, insured for community-based use, to effectively engage and support projects, work, and initiatives.
• Flexibility in working hours may be required, including evenings and weekends, to accommodate the needs and schedules of clients and community needs. Employees will be given as much notice as possible to any changes in schedule.

What You Bring

Qualifications:

• Post-secondary education in business administration, office management, or a related field is preferred. We also recognize and value cultural knowledge and experience gained through other forms of education and training, including teachings from Elders and Knowledge Keepers.
• CDP Certification is preferred.
• Excellent communication and relationship-building skills.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) and database management.
• Excellent organizational and multitasking abilities, with attention to detail.
  
• Proven experience in office management, clerical duties, and client interaction.
• Experience working with Indigenous communities and understanding of Indigenous cultures, traditions, and contemporary issues.
• Minimum of 1-2 years of administrative experience, ideally in an employment services or community setting.

Preferred:

• Indigenous candidates are strongly encouraged to apply.
  
• Lived experience as a member of a First Nations community.
• Knowledge and understanding of Seabird Islands culture, traditions, teachings, community dynamics.
• Ability to respond quickly and professionally to community or colleague needs and inquiries.
• Excellent writing, editing, and verbal communication skills.
• Attention to detail and accuracy in data entry and document preparation
• Ability to handle confidential information with discretion and professionalism.

Cultural Competency:

• Commitment to cultural safety and a decolonized approach to service delivery.
• Ability to create a welcoming, respectful environment for all clients and staff.
  
• Respect for and understanding of First Nations traditions, teachings, and community dynamics.

How to Apply

• Have a question about this role before you apply? [email protected].
• Interested candidates are invited to submit their resume and a cover letter sharing how your experience aligns with this role.

Pre-Employment Screening

Seabird Island is an equal opportunity employer and is committed to creating a diverse and inclusive workplace. We are committed to fostering diversity, equity, and inclusion. We recognize and value the unique perspectives, experiences, and contributions that Indigenous people bring to our team. We actively encourage applications from Indigenous people. Pursuant to S. 41 of the BC Human Rights Code, preference may be given to applicants of First Nations, Mtis, or Inuit heritage. We are interested in every qualified candidate who is eligible to work in Canada; however, we are not able to sponsor visas.

Employment is conditional upon completing pre-employment screening to ensure a safe and secure work environment in which students, staff, members, families, community, as well as resources, and assets are protected. All background checks, reference checks and criminal record checks are performed in accordance with Seabird Island Human Resources Policy Manual, protecting the integrity and confidentiality of information gathered during the evaluation.

We thank you for your interest. Only those selected for an interview will be contacted.