OAC Administrative Coordinator

Title: OAC Administrative Coordinator
Start Date: September 15th, 2022 or asap 

Part-time Contract Position (3 days a week)

$30-$35 hourX7hoursaday 

Term: Two-year term (and possible renewal based on funding)

Location: Ottawa

Preference will be given to First Nations, Inuit or Métis candidates (please self-identify to receive preference).

The Ottawa Aboriginal Coalition

The Ottawa Aboriginal Coalition is made up of Executive Directors from the Ottawa Indigenous service organizations in Ottawa. The Coalition meets a number of times throughout the year to identify emerging issues and joint priorities based on their work in the community and provincial and national issues impacting urban Indigenous people. The Coalition works within a Relationship Framework that identifies the key relationships that are built and maintained to ensure that the needs of Indigenous people are addressed in Ottawa. The Coalition is engaged with the broader Ottawa Indigenous community and non-Indigenous partners including hosting a community gathering and Elders’ lunches each year.

Job Summary

The OAC Administrative Coordinator will work closely with the OAC Projects Coordinator, Relationships Coordinator and Facilitator to support the Ottawa Aboriginal Coalition and its members. The focus of the work is to ensure that administrative supports are in place to support the implementation of the strategic plan, to meet the funder’s deliverables, to respond to community needs, and to profile the work of the Coalition.

Duties/Responsibilities:

1. Respond to enquiries regarding the work of the OAC.

• First contact for outside inquiries.

• Track and Coordinate requests received by the Ottawa Aboriginal Coalition to be brought forward to theOAC Team.

• Prepare draft updates for the OAC

2. Organize a minimum of (6) Ottawa Aboriginal Coalition meetings each year:

• Scheduling of Members and Guests.

• Logistics (location, food, zoom).

• Provide agenda and support documents to participants using MailChimp

• Minute-taking and preparation of Record of Discussions for each meeting

• Follow up on meeting decisions.

• Provide monthly updates to the OAC and Team.

3. Project Management:

• Maintain all records in a timely and efficient manner (policies, by-laws, financial records, minutes,correspondence, reports, etc.) as required.

• Provide general management including purchasing of supplies.

Working with the Projects Coordinator

4. Community Engagement: (Primary role is logistical)

• Community Forum – overall coordination of registration via Eventbrite, create and distributepromotional materials, logistical preparations and manage the attendee database. Helping the Projects Coordinator to secure speakers, facilitators, entertainment, volunteers, display tables and Elders.

• Elders Luncheons – keep contact list up to date, overall coordination of registration, promotion, logistical preparations, follow up from meeting.

5. Communications

• Assist with the development and establishment of communications plan.

• Develop marketing and communication materials.

• Ongoing updating of the social media and website

• Prepare materials/presentations to promote the interests of the Ottawa Aboriginal Coalition.

• Ensure relevant documents are uploaded onto the internal platform to assist the OAC Team insupporting the Coalition in it’s work.

6. Projects and specific elements of the strategic plan.

• Work on specific projects or elements of the strategic plan.

7.  Collective responsibilities

• Implement community development initiatives as decided by the OAC

• Respect and reflect the leadership role of the OAC in the City of Ottawa.

• Promote capacity building in Indigenous community and people.

Working with the OAC Relationships Coordinator and OAC Facilitator

8. Support to the two positions as required

9. Other related duties as deemed essential.