Administrative Assistant, Office of Indigenous Engagement and Initiatives
Langara College · Main Campus · $30.03–$42.04/hr (stated in the posting)
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Langara College is located in Vancouver, B.C.: applicants to postings must be located in BC or willing to move to BC to accept work with Langara College. Exceptions to this will be clearly outlined in the event Langara College requires work (or positions to be based) to be performed outside BC or Canada.
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Job Title:
Employee Group:
Employee Type:
Permanent
Start Date:
End Date (if applicable):
Job Summary:
The Administrative Assistant works with the Executive Director to support the IEI team. The IEI team includes staff who deliver services and programs through the Gathering Place. The IEI team is dedicated to developing a proactive and integrated system of student services that supports Indigenous students throughout their studies at the college, improves the overall quality of the Indigenous student experience, and creates systemic change within the Institution. IEI also plays a central role in maintaining relationships with Indigenous partners and leading and coordinating the college’s efforts to fulfil its Indigenization and reconciliation goals. The IEI team also includes the Indigenous Upgrading Program (IUP) team that works at Musqueam to provide individualized educational support to Musqueam Band Members, so that they can attain the academic preparation or credential necessary for employment or further education.
The Administrative Assistant is responsible for maintaining the front desk of the Gathering Place, providing administrative support to the IEI and IUP teams, the Executive Director, and to maintain the space within the Gathering Place. The Administrative Assistant position is an in-person role that is located within the Gathering Place (located at the main campus on 49th Avenue) and works collaboratively with colleagues across the institution to accomplish their work.
Job Description:
C. Duties & Responsibilities:
Front Desk:
Staffs the front desk of the Gathering Place and welcomes visitors to the space.
Responds to in-person, telephone, fax, and email messages and inquiries from prospective and current Indigenous students, staff and faculty, community members, post-secondary institutions, community organizations, and the public on behalf of the IEI team.
Engages with visitors and directs prospective and current students to Indigenous Student Support Specialists, the Indigenous Counsellors, and other student services and community supports when appropriate.
Selects, trains, and oversees Indigenous Student Assistants who are assigned to staffing the front desk and maintaining the Gathering Place.
Gathering Space:
Responsible for maintaining a safe, supportive, welcoming, and positive environment in the Gathering Place.
Assists the Executive Director or their designate in managing and maintaining the physical space within the Gathering Place.
Liaises with Facilities, Campus Security, Information Technology (IT), Health and Safety, Chartwells, and other administrative departments and support services to maintain the space and support the work of the IEI team.
Initiates projects to maintain and further enhance the physical space of the Gathering Place.
Student Support:
Works in close collaboration with Indigenous Engagement and Initiatives team, including the Indigenous Upgrading Program team by providing general and administrative support to their programs, services, events, and initiatives.
Assists the IEI and Indigenous Upgrading Program teams in responding to student crises and emergencies.
Oversee the Gathering Place’s community kitchen, including maintaining the space, monitoring and ordering food for students and the Gathering Place community in collaboration with the Indigenous Student Support Specialists.
Administrative Support:
Organizes and schedules meetings, appointments, room bookings, catering, travel, and other priorities for Indigenous Engagement and Initiatives.
Maintains Gathering Space and Indigenous Upgrading Program team schedules, including team meetings, advising schedule, and yearly activity schedule. Maintains IEI and Indigenous Upgrading Program team schedules, including team meetings, advising schedules, and the yearly activity schedule.
Prepares meeting agendas and ensures that relevant information is circulated prior to meetings, recording proceedings, taking, and distributing minutes, relevant information pertaining to various committees and prepares future agendas.
Organizes and maintains the digital and paper filing system and archives for the IEI team.
Creates and manages an active bring-forward system for all action items recorded in minutes of meetings and ensures they are included in future agendas.
Compiles data (qualitative and quantitative) and prepares regular updates of IEI activities, as well as Indigenous student and community data.
Co-ordinates the collection and collation of data, prepares documentation for various reports related to the work of IEI, such as Ministry Reports, Strategic Planning Reports, Annual Reports, and Reports to the College Board and the College President. Generates reports related to various projects and programs as required.
Supports the Executive Director and Associate Director with Human Resources tasks, including hiring and onboarding of new staff members.
Updates the Indigenous Engagement and Initiatives webpage using Drupal content management system.
Maintains and purchases IEI supplies, catering orders, and maintains office equipment and office supplies when needed.
Financial Processing
Supports the Executive Director or designate in maintaining the IEI budgets and funds.
Creates and monitors budgets for programs, events, and other initiatives.
Monitors and tracks expenditures and revenues throughout the year, producing financial reports as needed.
Completes expense claims, p-card purchases and reconciliation, cheque requisitions, interdepartmental transfers, other financial transactions in a timely manner.
Sources and maintains relationships and contracts with Indigenous service providers, including Elders, Knowledge Keepers, performers, artists, and caterers.
Performs other related duties as assigned.
Indigenous Education and Services (IES) and Gathering Space:
IES is located within the Associate Vice President Students portfolio. IES is physically located within the Gathering Space and oversees it. The Gathering Space is a safe, welcoming, positive, supportive, and protected space for Indigenous students on-campus. It also acts as a hub for centralized student services to connect with and support Indigenous students.
The IES and Gathering Space teams are founded upon respect, honesty, integrity, and teamwork. Team members are Indigenous student services professionals who are dedicated to empowering Indigenous peoples, families, and communities through post-secondary education. IES team members work in close collaboration with colleagues across the college in the spirit of collegiality. IES respects and honours the cultural diversity of Indigenous peoples, including gender and sexual diversity, and values the different ways of knowing, being and doing Indigenous. Following the traditional teachings, the team takes a culturally grounded, community-based approach to our work.
E. Qualifications Required:
Education & Experience
Two year diploma or associate degree, preferably with course work in Indigenous Studies, from a recognized post-secondary institution. A relevant Bachelor’s degree preferred.
Two year diploma or associate degree, preferably with course work in Indigenous Studies, from a recognized post-secondary institution. A relevant Bachelor’s degree preferred.
Minimum 3 years’ relevant experience providing services and/or support to Indigenous peoples in an administrative capacity, preference given to applicants with post-secondary education experience.
An equivalent combination of Indigenous lived experience, education, and knowledge may be considered
Knowledge and understanding of Indigenous culture, traditions and protocols, preferably those of West Coast First Nations.
Knowledge and understanding of the concepts around Indigenization, decolonization, and familiarity with the Truth and Reconciliation Commission of Canada’s Final Report.
Experience providing administrative support to a Senior Academic position preferred.
Working knowledge of the Microsoft Office suite.
Skills & Abilities
Requires excellent oral and written communication skills with the ability to prepare documents, reports, etc., and express ideas clearly in writing or in person.
Ability to maintain strict confidentiality, professional boundaries, exercise initiative, discretionary judgment, and act with tact, diplomacy, and integrity.
Strong computer skills, including Microsoft Office (including MS Word, Excel, PowerPoint, Teams, Forms, and SharePoint), Zoom, Drupal, email marketing, Student Information, and Workday systems.
Ability to facilitate positive communication and cultivate working relationships with Indigenous students, communities, Elders, and organizations.
Ability to build trusting, supportive relationships with Indigenous students through empathy, warmth and active listening.
Demonstrated ability to work collaboratively with colleagues to de-escalate situations, resolve concerns, and exercise sound judgment and initiative to identify, assess, and respond to issues before they escalate.
Must be able to handle confidential personal and sensitive information with discretion.
Additional Info:
Leadership Competencies
- Solution orientation – Makes timely decisions and advances solutions that are in the best interest of the College and our students.
- Accountability – Fosters and demonstrates a culture of accountability and ownership.
- Relationship intelligence – Demonstrates emotional maturity and operates respectfully in all situations and dynamics.
- Conflict resolution – Acts with courage to take on the tough issues and conversations.
- Mobilization of people – Empowers others to be engaged, motivated and resilient through change.
- Continuous learning – Cultivates a growth mindset and provides opportunities for development.
- Communication – Uses personal interaction, transparency, and language to effectively build trust and commitment.
Indigenous Self-identification:
This position is dedicated to supporting Indigenous students. The successful candidate for this position will be a candidate who is Indigenous, (First Nations, Métis, and Inuit peoples) of Canada. We encourage all well-qualified Indigenous applicants to self-identify as First Nations, Métis or Inuit when applying for this position. We will ask applicants to provide documentation in support of their self-identification. Documentation can include, but is not limited to, Certificates of Indian Status, Métis Citizenship Cards, and Inuit treaty cards or documents. Community reference letters from a recognized leader or organization may also be accepted. If you have any questions, please contact Graeme Joseph, Executive Director of Indigenous Initiatives and Services.
Additional Information:
Please note this position requires a criminal record check.
Why Join Langara?
At Langara College, we support the College’s vision of promoting wellness and fostering personal and professional growth for our employees. We are dedicated to embracing, honouring, and advancing diversity, equity, and inclusion, while offering a competitive and inclusive benefits package that reflects our commitment to overall health, financial security, and work-life balance.
** Eligibility and entitlements may vary based on the employment group, and if the position is temporary, part-time, or casual **
We offer the following benefits:
Extensive medical, dental, and vision coverage
Hybrid-work program for eligible positions
Generous vacation package plus paid time off during college winter closure (1 week in December)
Employer paid defined benefit pension plan
Potential eligibility for educational, training, and developmental programs
Access to on-site daycare subject to availability
Tuition waivers for courses at Langara College, subject to space availability
Course/program tuition reimbursements
Wellness classes and campus engagement events
Salary Range:
Pay Grade:
Compensation beyond the mid-point requires approval by the Public Sector Employers’ Council Secretariat (PSEC).
Scheduled Weekly Hours:
Hours may vary according to the needs of the department.
Closing Date:
People and Culture is committed to embracing, honoring, and promoting diversity, equity, and inclusion in our workplace. We remain dedicated to focusing our efforts on creating an inclusive employee community that fosters a sense of safety and belonging for everyone. We humbly acknowledge that we are just beginning our journey, which includes engaging in our own internal learning and creating a data-driven action plan that supports the integration of EDI practice into the work of People and Culture and the work we do with employees and leaders. Langara College welcomes applications from everyone including people from groups that are experiencing inequity including, but not limited to, Indigenous people, racialized people, people with disabilities, and members of the 2SLGBTQIA+ community. If there are any barriers that you are experiencing or an accommodation that we can provide to support you through the application process, please contact us.
Shortlisted candidates will be required to provide proof of educational and professional credentials noted on their resume. In addition, those shortlisted with international credentials must have their education credentials evaluated through WES (World Education Services) and provide Langara College, People & Culture document evaluation access for employment purposes.
We thank you for your interest in Langara College and for taking the time to complete an application. Only complete applications will be reviewed. Please be advised that only shortlisted candidates will be contacted due to the number of applications received.
Langara is committed to enhancing our diverse workforce.