Assistant, Indigenous Community Engagement

Reporting to the Manager, Indigenous Student Centre (ISC) & Executive Director, Indigenous Engagement (Oshkabewis), the Assistant is responsible for providing administrative support for the Manager, Executive Director and day-to-day support for the Indigenous Student Centre (ISC). As the first point of contact for the ISC, the Assistant is responsible for coordinating meetings, maintaining calendars, and supporting Indigenous initiatives and projects led by the Manager and Executive Director. Acting as a resource for the ISC, and working closely with Centre staff, the Assistant provides administrative support to the Manager and supports the Centre as needed. The Assistant develops and maintains relationships with Indigenous students, staff, faculty and the broader OCAD University (OCAD U) community.

Summary of Responsibilities: 

• Provide reception duties for the ISC and Executive Director, Indigenous Engagement (Oshkabewis); acting as the initial point of contact, responding to inquiries and requests for information, directing inquiries as appropriate
• Provide direct administrative support to the Manager and Executive Director, including scheduling appointments and meetings, ensuring all related background information and pertinent materials are provided for meetings, making travel arrangements, preparing correspondence and reports
• Respond to online inquiries and requests to the Indigenous Student Centre for information, directing inquiries as appropriate; including answering and/or directing inquiries from students, faculty, staff and the public; providing information to students pertaining to procedures, requirements, dates and deadlines
• Provide in-person support, at least one day per week, in the Indigenous Student Centre, including personal, guidance, support and crisis intervention to Indigenous students if/as needed; act as a liaison between students and various individuals and offices within and external to the ISC
• Plan and coordinate events and activities for the Manager and Executive Director, including arranging catering, booking space on/off campus, and working with campus facilities and operations
• Coordinate quarterly meetings for OCAD U Indigenous Education Council; including communications with internal and external members, organizing catering, room booking, preparing meeting materials, taking minutes, as well as booking travel and accommodations for annual in-person meeting
• Keep abreast of Indigenous OCAD U activities and work collaboratively with Indigenous staff and faculty in order to foster and maintain close relationships
• Maintain current knowledge and comprehensive understanding of relevant university policies, procedures and practices, in order to effectively respond and direct Indigenous students, staff and faculty, as appropriate
• Support the Indigenous Student Centre’s communications as needed, including the ISC weekly newsletter, social media and the department’s website, to build awareness, promote events and ensure access to accurate information
• Assist with coordination and support of ISC events and weekly programming as needed
• Assist with the preparation of institutional documents and reports required for government and external stakeholders (e.g. Ministry of Colleges and Universities); liaise with government bodies and the external community as needed
• Track and manage expenses, complete financial forms such as credit card reconciliations, cheque requisitions, transfer requests; liaise with Finance for these purposes as required
• Perform such general clerical duties as: booking rooms; preparing and following up on work requests, and ordering all necessary supplies
• Support the Indigenous Student Centre in daily operations, special projects and other duties as needed