Administrative Assistant (0.8 FTE)
NOTE: This is a fixed-term 17-month contract (November 2022-March 2024) to be made permanent if funding is renewed.
We are seeking an Administrative Assistant who is highly organized, a clear and engaging communicator, and able to make informed, strategic decisions in a fast-paced environment. The ability to work collaboratively, multi-task, and be proactive and adaptable is a must in our dynamic health centre. You will have excellent administrative and interpersonal skills, an understanding of employee relationships and conflict navigation, and the desire to work with a team of committed, multidisciplinary healthcare professionals.
This is an exceptional opportunity for an individual passionate about innovation and striving for excellence as we work toward our shared goal of decolonizing healthcare and promoting health and wellness equity in the Downtown Eastside (DTES).
The Administrative Assistant (0.8 FTE), supported by Kilala Lelum’s Executive Director and Admin Co-Leads, will assist the Admin team with daily tasks, small projects, and longer-term initiatives. The Admin Assistant will also work closely with the Primary Care team to obtain a thorough understanding of the clinic and its relationship to the rest of the organization.
We are seeking an individual with an interest in helping to ground our organization and practices within an Indigenous framework, as well as principles of anti-racism, decolonization, diversity, and inclusion. The Admin Assistant will work collaboratively with the Admin team, which includes the HR Coordinator, Clinic Manager, Accounting Manager, and Executive Director.
- Contribute to day-to-day operations and support the Admin team with daily, weekly, and monthly tasks, including but not limited to:
- Finance-related tasks including assisting with bi-weekly payroll (through Wagepoint payroll software) and entry-level bookkeeping.
- Facilities-related tasks including communication and coordination with suppliers and service providers (cleaner, telecommunications, contractors).
- HR-related tasks including creating and posting job descriptions, conducting interviews, completing reference checks, and helping with on-boarding.
- Assist with admin tasks located within the Primary Care clinic (as makes sense given scope/time constraints of role); coordinate with Primary Care Leads (Physician and RN) accordingly.
- Complete general administrative tasks including scheduling meetings, taking meeting minutes, generating reports, etc.
- Assist with overseeing existing and new technology (staff phones, laptops, meeting equipment, etc.).
Qualifications & Skills:
- Experience in community settings that serve Indigenous community members and/or communities with multiple barriers to health and wellness equity, preferably within Vancouver’s DTES.
- Exceptional time, task, and resource management skills.
- Experience working within a complex environment and prioritizing competing tasks.
- Demonstrated commitment to prompt, professional, and effective communication.
- Familiarity with budget planning and enforcement, HR, and customer service procedures an asset.
- Experience with basic bookkeeping software an asset (Quickbooks).
- Familiarity with strategies for non-violent crisis intervention and de-escalation.
- Flexible, team-oriented, and committed to respectful, collaborative problem-solving with team members.
- Demonstrated commitment to culturally-safe, trauma-informed, member-centered, harm reduction and recovery-oriented practices.
- Experience and knowledge of Indigenous peoples and Indigenous culture would be extremely beneficial. Completion of a cultural competency course or willingness to participate required.
- Working schedule is 8 hours/day, 4 days/week, with semi-flexible schedule during operating hours (which are 8-5pm, Monday-Friday).
- Work will be completed primarily at 687 Powell Street with potential for limited offsite work.
This position is supervised by KL’s Executive Director and works closely with the Admin Co-Leads and Accounting Manager.
- Preference will be given to candidates who are Indigenous.
- Successful candidates will be required to complete a Criminal Record Check.
- Hourly salary is $26.01-$29.07 per hour, commensurate with experience.
- Extended health & dental benefits available.
- Ideal start date is November 2022; current end date is March 2024 with strong likelihood of renewal pending funding extension.
Please send a resume and cover letter to email@example.com. Your cover letter should clearly articulate why you are interested in this role and working with Kilala Lelum, how your background is a good fit for this specific role and our organization, and your current availability/desired schedule. Incomplete applications (those without cover letters) will not be considered. Applications will be accepted until October 28, 2022.