Administrative Assistant, First Nations, Inuit & Métis Cancer Strategy

Overview

The Strategic Partnerships Division leads the engagement of partners in Canada’s health system and broader cancer community who are key to implementing practice and policy changes that deliver on the priorities of the 2019-2029 Canadian Strategy for Cancer Control. The division works with the Partnership’s program teams and system partners to develop work plans, monitor progress, and regularly assess new and evolving work to ensure it aligns with the eight priorities of the Strategy. The division also leads communications activities to strategically support and profile the work of the Partnership in driving forward the priorities of the Strategy across partners, stakeholders and the public. The division also partners with e First Nations, Inuit and Métis on People-specific priorities and actions, outlined in the Strategy, by co-developing and implementing solutions to improving cancer care

Overview of role

The Administrative Assistant, First Nations, Inuit & Metis Cancer Strategy assists the Strategic Partnership Division in carrying out projects and initiatives to achieve organizational priorities. Providing administrative support to the Director, First Nations, Inuit & Metis Cancer Strategy and working closely with the First Nation, Inuit & Metis Team the incumbent contributes to CPAC’s overall vision to reduce the burden of cancer on all Canadians.

Core responsibilities & activities

Communication

  • Acts as the front-line contact for the team for both internal and external partners & stakeholders
  • Triages daily communication, (e.g. email, phone, mail, courier deliveries & in-person drop-ins), to ensure the Division is effectively updated and can respond to requests and queries
  • Maintains knowledge of overall activities and priorities for the organization to better serve the division
  • Drafts and formats reports and composes correspondence and emails
  • Provides support to the development of publications and presentations through assisting with layout, managing track-changes, and coordinating, proofreading, translation etc.

Calendar management & meetings

  • Performs ongoing review of the team, and organizational calendars in order to act proactively for upcoming meetings, events and conferences
  • Assists in the preparation of meetings by providing all background material and supporting the formatting and branding of agendas; reports; and PowerPoint presentations as required
  • Coordinates and facilitates internal/team meetings by taking minutes, summarizing and communicating Action items
  • Manages logistics such as booking rooms; cater events; coordinate speaker logistics and arrangements; preparing name tags; ensuring IT (e.g. Teams, audiovisual, projection) is available and in working order; clean-up/set-up of meeting rooms
  • Books appointments based on knowledge of corporate priorities and divisional goals
  • Manages external meeting logistics including local, provincial and international travel arrangements for Director, and team members as required using CPAC’s preferred travel provider

General administration

  • Maintains filing systems (shared and divisional) ensuring documents are accessible and secure
  • Actively seeks input, direction and provides reminders to Director and team about the Contacts Relations Management System (CRM) and adds to, updates, utilizes and maintains the CRM
  • Makes photocopies, scans documents, edits and formats correspondence and reports, proofreads documents, and creates mailing lists
  • Matches packing slips to invoice and submits for payment, tracks and codes divisional expenditures, including Director’s corporate credit card
  • Reviews and/or prepares expense and travel reimbursement requests with adherence to Travel/Finance Policies and Procedures
  • Actively participates and collaborates with the Partnership Support Team to facilitate more effective and efficient processes and a commitment to achieving shared goals
  • Works closely with Corporate Services to plan events using centralized services while seeking the most economical method and following all policies, procedures and processes
  • Provides back-up administrative support to other teams and rotation for Front-Office coverage
  • Monitors inventory and orders office supplies
  • Monitors and tracks subscriptions and memberships and flag renewals
  • Performs other duties and ad hoc projects as required

Competencies

The Partnership’s core competencies are a key element to reviewing performance. While the duties and responsibilities of a position tell you the “what,” the competencies tell you the “how.” We have developed five universal competencies which we expect to be exhibited by all employees regardless of level or position, as well as five leadership competencies which we expect to be exhibited by staff in people management positions.

Universal competencies

  • Inclusive – values diversity and applies an equity lens; consciously thinking about who needs to be included
  • Agile – is constantly adapting to partners, priorities and outcomes; is committed to continuous learning and improvement; promotes new ways of doing things
  • Collaborative – partners and builds strong relationships; works effectively with team members, focusing on delivering individual contributions to meet collective outcomes
  • Outcomes-focused – focuses on the ultimate impact, priorities work with a focus on underserved groups
  • Systems-thinking – connects the dots between their work and the broader system, has political acuity

Experience and qualifications

• Secondary Education with some University or College in business administration, or other relevant discipline preferred
• 1 to 3 years of relevant experience, preferably in the non-profit or healthcare sector
• Knowledge or experience with First Nation, Inuit & Metis culture is a requirement
• Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint, Microsoft Teams, OneDrive)
• Additional software programs such as Records Management (CRM), Click Dimensions, Adobe Acrobat Pro, Crestron
• Priority will be given to Indigenous candidates, please self-identify in your cover letter. We will hold this information in the strictest confidence, sharing it only with the hiring panel.
• Bilingual in both English and French is an asset

Apply now

To apply, please forward your CV and cover letter combined in one file in Word or PDF format to:
Talentmanagement@partnershipagainstcancer.ca.

The Canadian Partnership Against Cancer thanks all applicants; however, only those selected for an interview will be contacted. If contacted for an interview, please inform us should accommodation be required.

The Canadian Partnership Against Cancer has a diverse workforce and is an equal opportunity employer.

Position Details

Reports to:

Director, First Nations, Inuit & Metis Cancer Strategy

Location:

Hybrid/Remote. The Partnership’s head office is in downtown Toronto. Candidates can work anywhere in Canada with the expectation to travel to the head office on occasion.

Employment category:

Full-Time

Job level:

Level 3 salary range: $45, 900- $62,100; Compensation offered will be based on an assessment of the candidate’s knowledge, skills, competencies and experience, while ensuring internal equity.

Posting date:

July 25, 2022

Closing date:

August 8, 2022

Status:

Open