Program Administrator – Closing Date February 26th, 2025 Full Time

Please note: This job posting will close on February 26, 2025 and this posting is for an existing vacancy.

Objective:

The Program Administrator provides administrative support and coordination to ensure the efficient operation of the OFIFC office and the programs workgroup. This role involves a variety of tasks related to organization and communication. The Program Administrator will be responsible for assisting in daily office needs and managing the OFIFC’s general administrative activities ensuring efficient day-to-day office operations. Disclaimer: This job description is not intended to be all-inclusive. The employee may perform other related duties as assigned to meet the ongoing needs of the organization.

Key Deliverables:

To provide effective and efficient administrative functions that support day-to-day operational activities of the regional model and program workgroup and ensures administrative processes are aligned with OFIFC’s long-range strategic plan.

Key Responsibilities:

Administrative and Clerical Support (45%):

●        Supports effective working relationships within the OFIFC and with Friendship Centre staff, management, and Executive Directors;

●        Maintains an active and thorough understanding of the OFIFC’s database system and assists with database management tasks as required;

●        Monitors organizational and programmatic reports from Friendship Centres and ensures proper organization of all relevant documents;

●        Records and distributes meeting minutes, capturing key discussions, decisions, and action items, while supporting agenda preparation and action plan management;

●        Monitors and updates OFIFC records, calendars and Record Management systems;

●        Organizes, shares and tracks all Programs department contracts in alignment with Finance policies and relevant personnel.

Coordination and Communication (45%):

●        Coordinates between the OFIFC Programs, Engagement and Training & Learning departments on mutual priorities including Board trainings, sector-specific professional development opportunities, external communications and media opportunities, and other areas of interest;

●        Records and tracks visits, communications, and other Programs functions which require the coordination of Friendship Centre leadership;

●        Coordinates with Executive Assistants and administration staff across departments to ensure compliance with required timelines and priorities; 

●        Maintains active knowledge and updates internal records of Friendship Centre properties, personnel, and changes in board membership and policies; and,

●        Coordinates and sets up internal/external meeting room logistics, workshops, and proactively ensures knowledge transfer between Programs staff as appropriate.

Other (10%):

●        Promotes a healthy, safe work environment; and,

●        Performs other duties related to the position as assigned by the Service Delivery Director or designate.

Education/Work Experience:

·        High school diploma/GED

·        3 – 5 years of administrative experience

·        Post-secondary education in office administration or a related discipline desirable

Behavioural Competencies:

●        Accuracy and attention to detail

●        Time management

●        Proactive/Takes initiative

●        Reliable, dependable, and confidential

●        Effective Team player

Technical Competencies:

●        Monitors and organizes the Friendship Centre report submissions (narrative and financial);

●        Coordinates program workgroup’s communication for reporting;

●        Provide support for internal and external communications to establish timely reporting;

●        Drafts, prepares, formats and distributes a variety of word documents, spreadsheets, and presentations as required;

●        Knowledge of administrative and clerical processes;

●        Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.);

●        Experience with Virtual Meeting Platforms (MS Teams, Zoom, etc.);

●        Outstanding organizational and administrative skills (including time, space, systemic thinking, and task management);

●        Planning meetings and taking notes as required;

●        Understanding of Indigenous cultures

What we offer:

Culture-based organization

Registered Pension Plan – Employer matching 

Comprehensive Health benefits after the probationary period including Dental, Health Care Spending Account & Lifestyle Spending Account – 100% Employer paid

Hybrid working model (2 days in office)

Hiring Range: $58,000 – $61,480

Full Pay Range: $58,000 – $68,000

The OFIFC is committed to building a skilled and diverse workforce; we promote employment equity and encourage applicants to indicate if you belong to one of the four designated employment equity groups Women, Indigenous peoples, Persons with disabilities, or Members of visible minorities when you apply.  Preference will be given to qualified Turtle Island Indigenous people or members of First Nations, Inuit and Métis including treaty, status or registered Indigenous people, as well as those non-status and non-registered who self-declare as such.

Accommodation:

The OFIFC is committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.

Pre-screen Interviews are scheduled to take place February 27 – March 7, 2025.

Formal interviews are scheduled to take place March 10 – 14, 2025.