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Job Description

Provides advanced administrative support to the Office of First Nations and Inuit Education (OFNIE), with a focus on course administration, student registration, instructor support, records management, and day-to-day operational coordination.

Primary Responsibilities

• Support course administration and student registration processes.
• Prepare, maintain, and organize student, instructor, and course records.
• Prepare course packages, instructional materials, and other administrative documentation.
• Track attendance, course completion, and end-of-course documentation.
• Monitor outstanding administrative requirements and ensure timely follow-up.
• Provide administrative support to instructors throughout the course delivery process.
• Coordinate administrative follow-up with students, instructors, Indigenous education partners, and relevant University units.
• Respond to routine inquiries and direct more complex matters to the appropriate individuals or departments.
• Coordinate the preparation, distribution, shipment, and tracking of course materials and documentation.
• Maintain tracking tools and follow up on outstanding materials or administrative requirements.
• Ensure course materials and related documentation are organized and available as required.
• Assist with the organization and coordination of meetings, events, and other OFNIE activities.
• Schedule meetings, prepare invitations and participant lists, and coordinate logistical arrangements.
• Prepare meeting materials and maintain related records and follow-up documentation.
• Prepare and maintain spreadsheets, tracking tools, reports, lists, and electronic files to support OFNIE operations.
• Ensure the accuracy, completeness, organization, and confidentiality of administrative records.
• Maintain up-to-date documentation to support course delivery, student administration, and operational requirements.
• Manage multiple priorities and deadlines while ensuring the timely completion of assigned tasks.
• Exercise sound judgment and initiative in resolving routine and more complex administrative matters.
• Work independently while collaborating closely with the OFNIE administrative team.
• Perform other related administrative duties as assigned.

Qualifying Skills and Abilities

• Strong organizational, time-management, and follow-up skills, with attention to detail and accuracy.
• Excellent written and verbal communication and interpersonal skills.
• Ability to manage multiple priorities, work independently and collaboratively, and exercise sound judgment.
• Proficiency in Microsoft Office (Word, Excel, Outlook, and Teams); familiarity with SharePoint and electronic file management is an asset.
• Ability to maintain accurate records, prepare spreadsheets and reports, and learn new administrative systems and processes.
• Ability to handle confidential information with discretion and communicate professionally with diverse stakeholders.
• Fluency in English; French is an asset.
• Interest in Indigenous education and community-based programs; experience in academic or student administration is an asset.

This position is covered by the AMUSE collective agreement.