Administration Officer Full-Time

JOB OVERVIEW

NIMA is seeking a dependable, welcoming, and highly organized Administration Officer to support the day-to-day operations of the organization and provide direct administrative support to the Executive Director. This role is central to the smooth functioning of the office. It includes front desk responsibilities, coordination of administrative systems, and support for organizational processes such as membership management, internal documentation, and governance-related work. The Administration Officer will be responsible for maintaining accurate records, supporting consistent administrative procedures, coordinating office operations, and ensuring information flows effectively across teams. The role also provides key support to the Executive Director in the development and maintenance of policies, procedures, bylaws, and other organizational documents. This position is well suited to someone who is detail-oriented, reliable, and comfortable working across multiple areas, including membership systems, program coordination, and internal operations. The successful candidate will be able to manage competing priorities, follow established procedures, and contribute to improving administrative systems over time. This position is 30 hours per week at $30/hour. It is a permanent position and includes extended health and dental benefits, as well as a pension plan. The position is available for an immediate start. The language of work is English. The work location is our main office at A123A – 740 Robron Road in Campbell River, BC.

RESPONSIBILITIES

Office Administration & Operations

• Welcome and direct members and visitors; respond to telephone inquiries and provide accurate information or referrals.

• Provide administrative support by preparing correspondence, reports, presentations, training materials, and maintaining accurate records and documentation.

• Maintain and organize confidential records, including membership files, HR records, and organizational data systems (digital and physical).

• Review, evaluate, and implement administrative procedures, with a focus on improving efficiency and ensuring consistent office operations.

• Establish work priorities, ensure procedures are followed, and meet deadlines in a fast-paced environment.

• Carry out administrative activities associated with the management of the organization, including front office coordination, internal communication, and documentation systems. • Coordinate and oversee administrative services such as office space, supplies, equipment, and front desk operations to support effective daily operations.

Membership & Systems Administration

• Understand and apply the application and renewal processes of NIMA and MNBC to provide accurate information, support members, and submit applications.

• Organize, implement, and maintain systems to track membership applications, expirations, renewals, and status updates, using Excel and internal databases.

• Conduct outreach to MNBC citizens and community members to support membership growth, welcome new members, and strengthen connection to NIMA.

• Develop and maintain clear procedures and documentation for membership processes to ensure consistency and continuity.

Executive Director & Governance Support

• Manage scheduling for the Executive Director, including coordinating meetings, appointments, and follow-ups.

• Coordinate Health Team appointments using the Jane App, including booking, confirmations, and client communication.

• Provide direct administrative support to the Executive Director, including coordinating governance documentation, tracking revisions, and maintaining records related to policies, bylaws, and board materials.

• Assist in the development, writing, implementation, and maintenance of administrative policies, procedures, bylaws, manuals, and operational frameworks.

Program & Community Coordination

• Communicate and coordinate with the Health Team, Program Team, Genealogist, and Accounting to support integrated service delivery and front office operations.

• Support program and event registration processes, including workshops, cultural events, and community sessions, ensuring accurate tracking and participant communication.

• Assist in organizing meetings, workshops, programs, and community events, including logistics, materials, and coordination.

• Create brochures, information materials, and staff training presentations to support programs, services, and internal processes.

Organizational & Cultural Knowledge

• Maintain working knowledge of NIMA programs, services, and community priorities.

• Develop and apply knowledge of Métis history, culture, and community context, and maintain awareness of provincial Métis governance and service structures, including MNBC.

Office Environment

• Maintain a clean, safe, and welcoming office environment, including routine cleaning and organization of shared spaces