Job Description

Administrative Assistant III - Learning and Development

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Under the supervision of the Director of Strategic Development, the Administrative Assistant provides analytical and specialized administrative support to relieve the Learning and Development Coordinator of complex details; performs advanced administrative duties related to financial and administrative management, meeting and event coordination, promotional items oversight, and project management.


Department: Strategic Development Services


Duration: Indefinite full-time position, with a 6-month probationary period


Salary: Starting at $27.84/hour


Schedule: 35 hrs/week; must be willing to work flexible hours as necessary

Description

Under the guidance and support of the Director of Strategic Development, the Administrative Assistant provides crucial analytical and specialized administrative support aimed at alleviating the Learning and Development Coordinator of complex details. This role is essential for fostering a safe and supportive workplace environment, particularly when handling sensitive matters related to employees and management. The Administrative Assistant approaches all tasks with empathy and care, recognizing the diverse experiences of individuals within the organization.


Working within the framework of the organization's business objectives and core values, the Administrative Assistant utilizes a comprehensive understanding of relevant skills and practices to independently manage large and complex activities or projects. The role requires mature and advanced knowledge, ensuring that support is not only effective but also sensitive to the needs of all team members.


Through trauma sensitive approaches and a commitment to legal integrity, the Administrative Assistant helps to foster an organizational culture that prioritizes trust, respect, and well-being, while upholding the organizations goals of compliance, equity, and creating a positive, resilient workplace for all.

Responsibilities

Provides Administrative Support to Learning and Development Service Delivery Area:

Drafts letters, memos, and reports related to learning and development activities. Receives, processes, and tracks training requests from departments, ensuring proper documentation, approvals, and follow-up. Submits and manages Purchase Order (PO) requests related to training services, materials, and vendor payments. Responsible for booking travel and accommodations for training participants and/or facilitators. Prepares credit card purchase forms, tracks expenses, and assists in monthly reconciliation. Takes minutes during meetings and training planning sessions and notes assignment of action items. May be required to respond to inquiries related to learning opportunities, scheduling, and processes. Prepares and circulates communication regarding upcoming sessions and deadlines. Assists with monitoring Learning and Development budgets and expenses, ensuring invoices are processed accurately and that all financial documentation is maintained for clear and transparent record-keeping. Participates in all Staff meetings/workshops/conferences or sits on committees relevant to area of employment.

Training and Event Coordination:

Assists in organizing internal and external training sessions, including participant registration, scheduling, materials, and logistics. Assists and supports the Learning and Development Coordinator with research and implementation of new training initiatives. Assists in collaborating with other service delivery areas to assist with cross-training projects and organization-wide development efforts. Tracks events timelines, attendance, evaluations, and completion of training activities. Follows up with employees and trainers for evaluation forms and all learned training certificates and forwards to Human Resources.

Records Management:

Maintains training records and ensures information is accurately recorded in the learning management system (LMS). Develops and maintains an organized file management system for all training documentation. Archives outdated materials and ensured proper storage or destruction of sensitive documents per policy. Generates reports or statistics for management on employee learning and development. Maintains an organized and secure digital filing system on the shared Learning and Development network, ensuring that all files are easily accessible and protected, with strict attention to confidentiality.

Performs any other job-related duties as may be required by the immediate Supervisor.

Communications

Team Work: Frequently requires a level of collaboration and cooperation to get work or projects complete. Advising: Frequently provides information in a clear, compassionate manner, ensuring it is understood and can be explained in a way that is accessible and supportive for all individuals. Training: Occasionally responsible for providing training or sharing information with stakeholders or clients, ensuring the approach is empathetic, clear, and supportive.

Environmental factors

Types of Schedule: Regular work week, occasional flexible hours. Stress Factor: Moderate stress with some periods of high stress. Deadlines: Some tight deadlines (unplanned).

Accountability

To provide services in a manner consistent with the terms and conditions of the employment agreement, the personnel policies, standard operating procedures and directives. To ensure the efficient functioning of the duties required for the position. To ensure transparency and accountability of the duties required. To ensure optimum level of resource management through a clear sighted and effective manner. To ensure the most cost-effective financial measures are used. To efficiently support the Learning and Development Coordinator. To efficiently support the management team of KSCS, with regard to Learning & Development requests. To ensure efficient outcomes required for the position. To maintain confidentiality practices.

Qualifications

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Education and experience:

D.E.P. in Administration or Secretarial Studies, plus one (1) to three (3) years experience in related field.

OR
High School Diploma with three (3) to five (5) years experience in related field.
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Skills and requirements:

Strong administrative skills and proficiency with relevant tools to maintain a supportive, effective, and efficient environment. Strong computer skills with experience with HR systems and databases, managing employee information in a way that honors their dignity and privacy. Ensures accuracy and completeness in documentation and processes. Strong organizational skills and abilities to re-prioritize work as new demands surface. Strong verbal and written communication skills to effectively interact with employees, management, and external partners. Ability to work independently while also being an effective and supportive team member. Strong understanding of methods for managing and organizing file systems and resource libraries with sensitivity to individual needs and privacy. Experience with financial processes such as POs, credit card reconciliation, and invoice tracking. Discretion and sensitivity in handling confidential information, ensuring the privacy and well-being of all involved. Thorough knowledge of KSCS policies and procedures, with a focus on maintaining a supportive and respectful approach in all interactions. Skilled in minute-taking with an emphasis on accuracy, clarity, and ensuring all perspectives are considered. Valid driver's license and access to a vehicle, with flexibility to travel as needed to support community-based work. Lifestyle reflects a positive role model, demonstrating resilience, balance, and selfcare. Experience with or willingness to learn Learning Management Systems (LMS). Valid driver's license and access to a vehicle. Must be available for flexible hours to support training events and KSCS activities
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Assets:

Knowledge of Kanien'keha language. An understanding of diverse cultural backgrounds and experiences, ensuring inclusivity and sensitivity in dealing with staff and vendors.

Online Application

Prepare digital copies (e.g. PDF, Image, Word) of the following documents to upload with your application:

Download and sign the privacy waiver. A copy of a government-issued I.D. Resume / CV Letter of intent Proof of education and/or certifications

Email Application

Prepare digital copies (e.g. PDF, Image, Word) of the following documents to attach to your application:

Download and complete the job application. Download and sign the privacy waiver. A copy of a government-issued I.D. Resume / CV Letter of intent Proof of education and/or certifications

Please submit your application with all documents attached to

KSCS Human Resources

athumanresources@kscskahnawake.ca.

In-person / Mailed Application

Please print the following documents to include with your application:

Download and complete the job application. Download and sign the privacy waiver. A copy of a government-issued I.D. Resume / CV Letter of intent Proof of education and/or certifications

Printed applications can be delivered to the following address:

Kahnawa:ke Shakotiia'takehnhas Community Services

P.O. Box 1440

Kahnawake, Quebec

J0L 1B0

Canada

Resources for Applicants

For more information, please contact the KSCS Operations Office (KOC) at 1-450-632-8464, or via email at humanresources@kscskahnawake.ca.