Administrative Coordinator

Job Description: Administrative Coordinator, NCIM
Title: Administrative Coordinator, NCIM
Reports to: Executive Director, NCIM
Contract: Full-Time (35 hours per week)
Location: Fully Remote, occasional travel may be required for events and meetings

Background
The National Council of Indigenous Midwives’ (NCIM) advocates for the restoration of midwifery education, the provision of midwifery services, and choice of birthplace for all Indigenous communities consistent with the U.N. Declaration on the Rights of Indigenous Peoples. Indigenous Midwives enable access to culturally safe sexual and reproductive health care for Indigenous families, the return of birth to Indigenous communities, and a reduction in the number of medical evacuations for births in remote areas. As an organization, NCIM upholds the values of humility, respect, and compassion.

The Canadian Association of Midwives (CAM) is the national professional association representing midwives and the profession of midwifery in Canada. NCIM mission is to promote excellence in reproductive health care for First Nations, Inuit, and Métis communities. Both organizations are governed autonomously but share office space and resources and both are staffed by a passionate team of individuals dedicated to providing support for midwives and the profession of midwifery across Canada and globally.

Job Summary
Reporting to the Executive Director, NICM, the Administrative Coordinator performs a variety of coordination, administrative, and program support activities. The Administrative Coordinator supports NCIM staff by being the primary point of contact for internal and external communications. The role requires creating a culturally safe environment when working with Indigenous people community members.

Benefits to working with NCIM

• Employee Health Benefits Program: dental, medical, paramedical, life insurance (certain exceptions may apply) and Employee Assistance Program services.
• Generous leave entitlements (starting at 3 weeks’ vacation, generous paid time off for illness, personal days, family responsibilities), and additional paid time off for December holiday closure.
• Travel, learning, and professional development opportunities.

Duties and Responsibilities
Coordination Support Activities

• Manage the NCIM Calendar and coordinate NCIM staff meetings, including scheduling meetings, preferably utilizing polls or other optimization tools, participating in agenda preparation, and organizing logistics and necessary materials.
• Record, transcribe, and distribute meeting notes and minutes in a timely way, and follow up on decisions within the area of responsibility.
• Coordinate arrangements with other staff for various events, gatherings, community-based activities, workshops, and conferences.
• Coordinate cost-effective, and sometimes complex travel logistics for staff, volunteers, and consultants, both domestically and internationally.
• Collaborate with the travel agent to book flights and accommodation.
• Work closely with the Executive Director of NCIM to establish work priorities.

Program Support Activities

• Provide support to NCIM staff.
• Assist in the preparation of operating budgets for programs and projects.
• Review procurement documents for accuracy according to donors’ requirements and internal procurement policies with CAM’s Finance Team.
• Review and complete financial and procurement documents, including travel advances, invoices, and expense reports.
• Compile data and assist in preparing reports for stakeholders and donors.
• Provide support for job description posting, applicant tracking, and onboarding processes.

Administrative and Clerical Support Activities

• Oversee, screen, and categorize all incoming communications, including emails and phone calls; respond to general inquiries and / or forward incoming emails to the appropriate recipient.
• Update and maintain the NCIM Membership and Supportive Membership lists.
• Provide clerical support for the preparation and updating of various documents.
• Perform general clerical duties, such as photocopying, faxing, mailing, and filing.
• Organize and maintain various files, ensuring accurate and up to date records.

Qualifications, Knowledge, and Skill Requirements

• Education (i.e., CEGEP level or other) in administration, secretarial studies, or a relevant discipline.
• Minimum three years administrative experience, including experience in organizing meetings and events.
• Proficiency in English, written and verbal.
• Effective communication skills with the ability to clearly transmit and receive information.
• Demonstrated ability to work independently and as part of a team.
• Excellent organizational skills and the ability to multitask and prioritize responsibilities.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proficiency in using office software, such as Microsoft Office Suite.
• Sound customer service skills (courtesy, discretion, flexibility, diplomacy) and attention to detail.
• Proven flexibility to adapt to frequent changes and demands.

Job Requirement

• Experience working with Indigenous organizations or communities in a culturally safe way.
• Ability to work in a trauma informed manner.
• Experience in the non-profit sector is considered an asset.

Working Conditions

• Salary: $55,000 to $60,000
• Working remotely from your home.
• Under some circumstances travel may be involved for gatherings, events, and community-based activities.
• Permanent, full-time position (35hrs/week).

h the selection committee only, and be
used only for the purposes of selection for this position.

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How to Apply:

How to Apply
We welcome all prospective applicants to submit their applications. At NCIM, we value the diverse perspectives and unique lived experiences that candidates bring to the table. Lived experience is taken into consideration when determining the level of individual qualification. NCIM is an Indigenous led and governed organization. Indigenous candidates are strongly encouraged to apply. Non-Indigenous
candidates must have a commitment to working within an anti-oppressive and trauma informed framework.

As a reminder, candidates are not required to possess all the qualifications listed above to apply. If you have any questions regarding the qualifications or job posting, please contact NCIM at
[email protected]

Please follow these instructions:

• Send your CV and a cover letter in one PDF document and ensure that your first and last names and the text “NCIM Administrative Coordinator” are included in the file name. Applications without cover letters won’t be considered.
• Ensure that the entire document is written in the English language. Indigenous languages are welcomed in addition to English.
• Send your PDF by email with the subject “NCIM Administrative Coordinator” to [email protected]

Deadline for applications is 5 p.m. EDT on November 17, 2023

We thank all applicants for their interest, however, only applicants selected for an interview will be
contacted. Resumes received will be held confidential, shared wit