Housing Administrative Assistant

The Tla’amin Nation is a modern, forward-thinking, self-governing nation located on the beautiful upper Sunshine Coast (qathet Region).

Position Summary

Job Type:                     Full-time, permanent

Hours of Work:            8:30am – 4:30pm, Monday to Friday

Reports to:                   Director of Housing

Department:                 Housing

The Housing Administrative Assistant provides administrative and coordination support to the Director of Housing and contributes to the effective day-to-day administration of the Housing Department. The Housing Administrative Assistant assists with coordinating departmental priorities, correspondence, meetings, records, financial administration, project and action tracking, document preparation, and communication with internal departments and external partners.

The Housing Administrative Assistant works closely with the Director of Housing and the Housing team to ensure information, decisions, commitments, deadlines, and follow-up actions are organized, documented, and communicated as needed. The role requires strong organizational skills, sound judgment, attention to detail, discretion, initiative, and the ability to manage multiple priorities while handling sensitive information appropriately.

Key Responsibilities

Performs all duties and responsibilities in accordance with Tla’amin Nation policies, standards, practices, and procedures as directed by the Director of Housing. Maintains confidentiality as required pertaining to members, citizens, clients, employees, and general matters of the Nation.

This role includes, but is not limited to:

Director and Departmental Administrative Support

• Provides day-to-day administrative support to the Director, including scheduling, correspondence, document preparation, meeting coordination, and follow-up.
• Supports the Director in organizing and managing departmental priorities, commitments and deadlines, including tracking outstanding actions and coordinating required follow-up.
• Attends meetings with or on behalf of the Director, as required, and records notes or minutes, decisions, commitments and action items.
• Coordinates meetings and prepares agendas, briefing materials, background information, and other supporting documentation.
• Coordinates travel, accommodation, registrations and other administrative and departmental logistics.
• Provides general administrative support to the Housing department and team in accordance with priorities established by the Director.

Project and Task Administration

• Provides administrative support for projects, programs, strategic initiatives and priority tasks led or overseen by the Director.
• Maintains project and task trackers, including timelines, milestones, deliverables, decisions, approvals, action items and outstanding information.
• Monitors timelines and follow-up requirements, coordinates information and deliverables, and supports the Director in keeping projects and tasks progressing.
• Maintains organized project files, documentation, records and related correspondence.
• Supports the preparation and coordination of materials for Executive Council, senior leadership, committees, funders and community engagement.
• Provides administrative support for contracts, agreements, proposals, funding applications and consultant engagement.

Correspondence, Records and Information Management

• Monitors assigned Housing correspondence and administrative channels, routes requests appropriately and tracks matters requiring follow-up.
• Drafts, formats, and coordinates correspondence, reports, presentations, briefing materials, and other departmental documents.
• Maintains organized departmental records, including policies, procedures, agreements, reports, correspondence and decision records.
• Maintains departmental databases, trackers, and administrative records, and assists with compiling information and data for reporting and decision-making.
• Handles confidential and sensitive information with discretion and ensures information and records are managed in accordance with applicable confidentiality, privacy and record-management requirements.

Financial and Office Administration

• Processes and tracks purchase orders, invoices, expense reimbursements, mileage, credit-card reconciliations and other departmental financial documentation.
• Coordinates with Finance regarding departmental expenditures, invoices, contractors, coding and purchasing.
• Maintains supporting financial and procurement records.
• Coordinates office supplies, onboarding logistics and other departmental administrative requirements.
• Supports with the organization and coordination of community engagements, departmental planning sessions, training, meetings and other Housing activities.
• Performs other related duties as assigned.

Qualifications

Training, Education, Experience

• Grade 12 education, with post-secondary certificate and/or coursework in office administration, business administration, project administration or a related field preferred.
• Minimum 1-2 years’ of relevant administrative experience, including experience supporting projects, senior staff or departmental operations.
• An equivalent combination of education, training and experience will be considered.
• Experience working in housing, Indigenous government, local government, nonprofit administration or a related environment is an asset.
• Acceptable Police Information Check with Vulnerable Sector Check prior to employment.
• Valid Class 5 Driver's Licence and acceptable Driving Record.

Knowledge, Skills, Abilities

• Strong administrative and organizational skills with demonstrated ability to manage multiple priorities, deadlines and follow-up requirements.
• Strong attention to detail, with the ability to maintain accurate records, documentation, and information.
• Ability to exercise sound judgment, discretion and professionalism when handling confidential or sensitive information.
• Strong written communication skills, with the ability to prepare professional correspondence, reports, presentations, meeting materials and other documents.
• Strong interpersonal and communication skills, with the ability to work effectively with leadership, employees, citizens, contractors, consultants and external organizations.
• Ability to take initiative, anticipate administrative requirements and work independently with limited day-to-day supervision.
• Ability to establish and maintain effective tracking, filing and information-management systems.
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, Teams and PowerPoint.
• Willingness to learn departmental software and systems used for records management, project tracking, financial administration and housing information.
• Knowledge and/or experience working with Tla’amin Nation government structure and with Tla’amin people and Indigenous communities.
• Ability to work collaboratively as part of a multidisciplinary team while maintaining clear communication and accountability to the Director of Housing.

Working Conditions

Work is performed primarily in an office environment. The position involves frequent computer work. Occasional travel may be required for meetings, training, community engagement or other departmental activities.

How to Apply
Please apply online by sending your resume and cover letter to: https://tlaaminfirst.bamboohr.com/careers/350

OR drop-off/mail to Attention: Human Resources Department, Tla’amin Nation, 4779 Klahanie Rd, qathet, BC, V8A 0C4 

This posting will be open until filled.

*We thank all applicants for their interest, however only those shortlisted will be contacted