Position: Administrative Assistant

Location: Barrie

Reports to: Director, Operations & Administration

Term: Contract position until December 26, 2025 (possibility of extension depending on funding)

Start date: March 2025, TBD with candidate

Salary range: $56,531 - $60,000 annual salary (prorated for any partial year of employment)

Context

Ontario Aboriginal HIV/AIDS Strategy (Oahas) is an Indigenous-led organization committed to promoting and supporting healthy, thriving Indigenous communities through providing culturally grounded education and access to harm reduction to reduce the transmission of HIV and other STBBIs in our communities. Oahas operates based on the principles of Greater Involvement of People living with HIV/AIDS (GIPA), Meaningful Engagement of People living with HIV/AIDS (MEPA), nothing about us without us, Indigenous harm reduction, and respect for our cultural knowledges and teachings. These foundational principles guide all aspects of our relationships and work.

Organizational Values

Oahas organizational values are Autonomy and self-determination, Accessibility, Innovation, Justice, Connection, Accountability, Hope and Advocacy. Based on our organizational values, we have developed agency wide accountability behaviours that are shared with all Oahas staff and used as part of our performance evaluation tools. These include engaging in the work using direct communication, kindness, generosity of spirit, and respect.

Summary

Working as part of a provincial team, this position supports the senior management team to meet the day-to-day operational needs of the organization through providing comprehensive operational, financial, and human resource related administrative and clerical responsibilities.

This position is located in Barrie, Ontario, and reports to the Director, Operations & Administration, with the following areas of key responsibilities: Inventory Procurement & Maintenance, File & Records Maintenance, Communications, Donor Relations, Event Planning & Travel Coordination, Finance Administration, Human Resources Administration, and Social Media & E-Learning Administration.

Inventory Procurement and Maintenance

• Conduct monthly online purchasing for all programming and administration items as approved;
• Divest agency technology and equipment as directed;
• Maintain inventory systems and regularly update databases.

File and Records Maintenance

• Maintain accurate and up-to-date records, files, and databases; including organization of key corporate documents, reports, and correspondence.
• Create and maintain appropriate records indices and records retention schedules.
• Support with maintaining personnel and insurance documents

Communications

• Manage physical and electronic correspondence; respond by providing appropriate information and/or redirect communications to appropriate staff.
• Draft written communications on behalf of the senior management as needed.
• Assist in preparing documents, presentations, and reports.
• Manage incoming calls to the central phone line and respond to voicemails and or redirect to appropriate staff
• Monitors and manages Oahas general information email, as well as Oahas procurement and ordering email
• Minute and note taking as needed

Donor Relations

• Developing, implementing and maintaining donations process at Oahas under direction of Director, Operations & Administration (i.e. checking Canada Helps, sending thank you cards, tax receipts etc.)

Event Planning & Travel Coordination

• Assist with the planning and coordination of events and agency gatherings (i.e. All Staff annual gathering, annual Indigenous People living with HIV/AIDS (IPHA) gathering, Oahas Community Advisory Committee (CAC) gatherings, in-person meetings of the Oahas Board of Directors, and Annual Members Meeting)
• Support with bookings and coordinating travel arrangements with third-party travel agency; create and distribute travel itineraries
• Arrange logistics, including agendas, material distribution, catering and meeting spaces.

Finance Administration

• Perform the bi-weekly compiling and processing invoices for payment
• Assists with the management of the organizations accounts receivable processes
• Perform monthly credit card reconciliations
• Support budget tracking and financial reporting as needed
• Preparing documentation for taxes and remittances for review

Human Resources Administration

• Support onboarding new staff by generating Oahas staff badges and mailing them out to the appropriate provincial site
• Mail out Oahas shirts, sweaters and swag to new staff and program sites as needed.
• Generating business cards for staff who have completed the 3-month probationary period and mailing them to appropriate provincial site
• Support online group benefits enrollment, and billing administration
• Support the management of Oahas bi-weekly contributions into our employee RRSP program
• Data entry support for payroll ledger preparation as needed

Social Media & E-Learning Administration

• Working alongside the Training & Resource Development Team, and the Senior Management Team, to post content updates on Oahas social media channels as needed
• With support from the Director, Finance, and the Team Supervisor, Training and Resource Development Team, support the administrative functions of fee-for-service trainings (i.e. generating certificates of completion, tracking revenue from course enrollment)

Additional Expectations

• Additional support work as directed in the following areas: organizational initiatives, and updating procedural documents
• Ongoing compliance with Oahas policies and procedures is a requirement for this job, with particular emphasis on the privacy, security and confidentiality policies related to the sensitive nature of the documents and materials being managed
• Other duties as assigned by the senior management team
• Ability to work outside regular working hours as required, and regular travel throughout the region will be required which may include evening and weekends
• Share in the care and responsibility for traditional medicines and bundle items as per protocol
• Travel throughout the province will be required with advance notice

Qualifications & Skills

Qualifications

• Proven experience as an Administrative Assistant, 5+ years' experience in a similar role required
• Demonstrated ability to create and maintain organizational and administrative tools and practices required
• Lived Experience; Experience working with people living with HIV, and/or people who use drugs and other substances, and Indigenous communities preferred
• Competency and good understanding of Indigenous cultures and ways, teachings and history. Ideally, you are someone well along on your personal learning journey
• Ability to exercise tact, diplomacy and respect when communicating with Indigenous communities, other agencies and external contacts
• Valid Ontario G drivers license is an asset
• A diploma or degree in a relevant field and/or a combination of related experience would be an asset

Skills

• Knowledge of office management systems and procedures; scheduling, record-keeping, data management, correspondence handling, workflow coordination
• Working knowledge of office equipment, like printers and fax machine
• Excellent organization skills with the ability to multi-task
• Excellent written and verbal communication
• Precision attention to detail
• Excellent time management skills and the ability to prioritize work and manage multiple priorities
• Critical thinking, analytical and problem-solving skills
• Proficiency in computer technology and software, specifically Microsoft 365 applications, Adobe, Canva, Badgy, DocuSign, BambooHR, QuickBooks, Eventbrite, Hootsuite, Android and Apple devices
• Trust-building and collaboration
• Adaptability

Oahas is committed to equitable representation and access. We strive to build an inclusive workforce that reflects the rich diversity of the communities in which we live. To this end, we strongly encourage applications from Indigenous people, and people with living/lived experience with drug use, sex work, homelessness, street involvement; those living/diagnosed with HIV or HCV; members of 2SLGBTQ+ communities, and persons with (dis)abilities.