Committee and Meeting Coordinator

BACKGROUND:

SCO is a growing and dynamic regional First Nation organization that represents 34 Anishinaabe and Dakota Nations and more than 81,000 citizens in southern Manitoba. SCO was established 23 years ago by the Chiefs as an independent organization to protect, preserve, promote, and enhance First Nation peoples’ inherent rights, languages, customs, and traditions through the application and implementation of the spirit and intent of the Treaty-making process. SCO provides competitive compensation and an excellent pension and benefits, as well as a positive work environment.

Reporting to the Executive Assistant to the Director of Child Welfare, the Committee and Meetings Coordinator is responsible for providing daily administrative and secretarial support in a timely, effective, and professional manner to the Child and Family Services Program.  The position is responsible for co-ordinating and preparing a variety of documents, meetings, and schedules for CFS Program committees, meetings, and events. The position manages the information flow in and out of the SCO CFS Program’s office including managing electronic and paper files, follows up on tasks assigned to staff for preparation of meetings, and conducts research and compiles information on assigned tasks related to their coordination role. Duties also include calendar management of senior managers, arranging meetings including researching and preparing meeting folders with information and background. The incumbent attends and prepares agendas and minutes or notes for meetings chaired by CFS senior management staff, and other meetings as required. Duties also include making travel arrangements for committees and events for community leaders, Elders and Wisdom Keepers as required and preparing expense reports.

KEY RESPONSIBLITIES:

• Assists in managing incoming correspondence for degree of urgency, taking appropriate action to meet critical deadlines on behalf of CFS Senior Management Team.  Also, tracks commitments and obligations of the managers.
• Schedules committees and meetings for the CFS Program and assists attendees with travel and accommodations and coordination of schedules as well as booking rooms and venues, ordering food and refreshments as needed.
• Arranges and coordinates committees and meetings for the CFS program including preparing agendas, background material, research based on meeting/committee informational needs, supplies, minutes development and distribution and any identified follow-up required.
• Preparation of expense reports for meetings and committees and ongoing tracking of table expenses.
• Attends meetings as note taker, ensuring follow-up of action items for various committees and regular and ad-hoc meeting chaired by CFS Program Senior Managers.
• Under the direction of the Executive Assistant to the Director of Child Welfare coordinates and assists in making arrangements for formal events and ceremonies including but not limited to:
• Creating and distributing Invitations.
• Securing venues.
• Assists in Agenda development.
• Coordinating event needs on site at events.
• Coordinating events food and refreshments, gifts, supplies.
• Assists in making travel and accommodation arrangements for community leaders, Elders, and other dignitaries.
• General office duties including but not limited to: faxing/photocopying, typing memos, minutes, and letters as requested, filing, maintenance of tracking data bases, mailing and electronic communication distribution.

EDUCATION & QUALIFICATIONS:

• High school education with additional related training, or the equivalent combination of education and experience.
• Demonstrated experience in providing administrative support to management.
• Ability to work at an intermediate level in MS Office, including MS Word, PowerPoint, Excel, Outlook, and the Internet, and willing to be trained on electronic databases.
• Keyboarding skills at a minimum of 50 wpm.
• Able to operate standard business equipment including fax, photocopier, computers, etc.
• Strong attention to detail with the ability to prioritize multiple tasks and meet deadlines.
• Excellent organizational, interpersonal, and written/oral communication skills.
• Demonstrated ability to work independently and under pressure.
• Solid experience working as part of be a team with a good understanding of the importance of collaboration to meet common goals.
• Committed to the aspirations of First Nations to restore jurisdiction for caring for their children and families in their own communities.
• Demonstrated understanding of the importance of First Nation culture and traditions.

OTHER REQUIREMENTS:

• Satisfactory Criminal Record Check and clear Children and Adult Abuse Registry Check.
• Must have a valid Manitoba Driver’s License and reliable vehicle as travel will be required.
• All successful candidates must provide proof of COVID-19 vaccination.

CLOSING DATE FOR APPLICATION IS: Thursday, March 16, 2023, at 4:30 PM CST

Please submit cover letter, resume, and three work related references to:

Human Resources
Southern Chiefs’ Organization
1572 Dublin Avenue
Winnipeg, Manitoba R3E 0L4
Fax: (204) 946-1869 | hr@scoinc.mb.ca

*Please note resumes without a cover letter will not be considered complete*

Preference will be given to qualified First Nation candidates

Please self-identify as First Nations in your cover letter

We thank all who apply and advise that only those selected will be contacted for further consideration.