Hours: 35 hours per week
Start Date: As soon as possible
Wage: $28.00–$34.00 per hour, depending on education and experience
Reports to: Director of Human Services
Position Summary
The Human Services Operations Coordinator provides comprehensive administrative, operational, and project support to the Director of Human Services and the Human Services Department. This position plays a key role in supporting accreditation initiatives, policy and procedure development, financial administration, reporting requirements, records management, and continuous quality improvement while ensuring the efficient day-to-day operations of the department.
Working collaboratively with the Director and departmental staff, the Human Services Operations Coordinator helps strengthen organizational systems, maintain regulatory and accreditation documentation, coordinate administrative processes, and support the delivery of high-quality, culturally responsive services to the Lower Nicola Indian Band community.
Key Responsibilities
1. Administrative & Operational Support
- Provide comprehensive administrative support to the Director of Human Services and the Human Services Department.
- Coordinate daily administrative operations and assist in prioritizing departmental workflow.
- Manage calendars, appointments, meetings, and departmental correspondence.
- Prepare letters, reports, presentations, agendas, and other departmental documents.
- Coordinate departmental meetings and prepare, compile, and distribute meeting minutes.
- Maintain confidential records and exercise discretion when handling sensitive information.
- Respond to internal and external inquiries in a professional and timely manner.
- Order office supplies and coordinate equipment and resource needs for the department.
2. Accreditation, Policy & Quality Improvement
- Assist with researching accreditation standards, legislation, and best practices.
- Support the development, formatting, implementation, and ongoing review of departmental policies and procedures.
- Maintain policy review schedules, document version control, and accreditation evidence files.
- Coordinate policy consultation and stakeholder feedback throughout the review process.
- Assist with continuous quality improvement initiatives and departmental planning activities.
- Support audit preparation and accreditation readiness by maintaining accurate documentation and records.
3. Financial & Administrative Responsibilities
- Work collaboratively with the LNIB Accounts Payable Department to organize, code, and process departmental invoices.
- Prepare and issue purchase orders.
- Assist with annual budget preparation and ongoing budget monitoring.
- Maintain financial records and supporting documentation.
- Monitor departmental expenditures and reconcile purchasing documentation as required.
- Ensure financial documentation is complete and submitted within required timelines.
4. Reporting & Records Management
- Assist in preparing monthly, quarterly, annual, and funding reports.
- Compile program statistics and assist with data collection and reporting requirements.
- Maintain departmental filing systems, databases, and electronic records.
- Ensure accurate records management in accordance with organizational policies and privacy legislation.
- Support document management and records retention practices.
- Assist in preparing reports for leadership, funding agencies, and organizational planning.
5. Communications & Departmental Coordination
- Liaise with internal departments, external organizations, service providers, and members of the public.
- Draft public notices, letters, newsletters, and other communication materials.
- Assist with coordinating community meetings, workshops, and departmental events.
- Coordinate staff travel arrangements, conference registrations, and training logistics.
- Support onboarding activities and administrative orientation for new employees.
- Promote positive communication and collaboration within the Human Services Department.
6. Organizational Support
- Support departmental strategic planning initiatives.
- Assist with the implementation of organizational policies and procedures.
- Participate in continuous quality improvement and accreditation initiatives.
- Contribute to a collaborative, respectful, and culturally safe work environment.
- Perform other related duties as assigned.
Qualifications
- Certificate or Diploma in Business Administration, Office Administration, Secretarial Studies, or a related field; or an equivalent combination of education and progressively responsible administrative experience.
- Minimum three (3) years of progressively responsible administrative experience in a complex organization, preferably within a First Nations organization or human services environment.
- Experience supporting accreditation processes, policy development, quality improvement, or project coordination is considered an asset.
- Experience providing administrative support to senior management is preferred.
Skills & Knowledge
- Excellent verbal, written, and interpersonal communication skills.
- Strong organizational, time management, and multitasking abilities.
- Demonstrated ability to prioritize competing deadlines with minimal supervision.
- Advanced proficiency in Microsoft 365 applications, including Word, Excel, Outlook, PowerPoint, Publisher, and SharePoint.
- Experience maintaining electronic filing systems, databases, and records management systems.
- Strong attention to detail and commitment to maintaining accurate documentation.
- Knowledge of purchasing procedures, inventory control, accounts payable processes, and basic financial administration.
- General mathematical and budgeting skills.
- Knowledge of confidentiality requirements, privacy legislation, and ethical administrative practices.
- Ability to build and maintain positive working relationships with staff, leadership, community members, and external partners.
- Knowledge of the culture, traditions, and values of the Lower Nicola Indian Band.
- Knowledge of the history and ongoing impacts of colonization, residential schools, and intergenerational trauma, with a commitment to culturally safe and respectful service delivery.
- Membership in the Lower Nicola Indian Band is considered an asset. Knowledge of, or willingness to learn, the Nlaka'pamux language is also considered an asset.
Working Conditions
- Work is primarily performed in an office environment.
- Occasional evening meetings or community events may be required.
- Ability to maintain confidentiality and exercise sound professional judgment at all times.
- Prolonged periods of computer work and document preparation.
- Ability to obtain and maintain a satisfactory Criminal Record Check.
