Position Summary

Seabird Island is committed to supporting the housing needs and well-being of our community members. We are dedicated to creating a culturally safe and inclusive environment that respects and values Indigenous knowledge, traditions, and ways of being. We are seeking a Housing Administrative Assistant to join our team, working collaboratively to enhance the efficiency and accessibility of the Housing Program for community members.

Under the direction of Tenant Services Manager, the Housing Administrative Assistant provides culturally informed administrative support to community members seeking housing. This role involves managing tenant inquiries, processing applications, maintaining housing records, and ensuring the smooth operation of the Housing Program. The Housing Program Administrative Assistant will also engage in community relations activities to support clients and build strong connections between the Housing Department and the community.

This is a term contract with an end date of March 31st, 2026.

What you'll do

Housing Program Knowledge & Support

• Responsible for helping with housing programs and services as well as providing information to community members.
• Provide administrative support to housing support services in assisting with housing applications and the transfer of existing tenants.

Communication & Correspondence

• Answer the main Housing Program phone line and address inquiries, questions, and concerns regarding the Housing Program and its services.
• Log all incoming correspondence and ensure it is delivered to the proper employee for follow-up and completion in a timely manner.
• Draft letters, applications, email communications, and reports as directed by the Housing Team.
• Receive and respond to client complaints in a professional, respectful, and prompt manner.
• Log and track all verbal and written Housing-related grievances.

Procurement & Financial Management

• Request or create purchase orders for supplies needed based.
• Track purchase orders and follow up with Finance/Accounts Payables as needed.

Database & Filing Systems

• Responsible for the maintenance of all Housing databases, electronic and physical filing systems.
• Maintain professional and accurate client service records.
  

Customer Service & Community Relations

• Provide excellent customer service to community members, vendors, contractors, and all Seabird Island employees. Assist clients to identify available resources and alternative means of support.
• Provide services in a culturally sensitive manner and ensure that all confidential information is maintained.

General Administrative Support

• Provide general administrative and clerical support for routine office tasks.
• Assist in completing forms promptly and professionally.
• Book rooms, plan meetings, arrange catering, and handle other event planning duties.
• Draft meeting minutes, distribute, and file as required.
• Print, copy, and sort meeting packages as required.

Other Duties

• Additional responsibilities as needed to support the community and uphold our shared values.
  

What you Bring

Qualifications

• High School Diploma or GED required. or a related field.
• Certification in Business administration or Microsoft Programs is preferred.
• Experience working with Indigenous communities and understanding of Indigenous cultures, traditions, and contemporary issues.
• Good communication and relationship-building skills.
  
• Experience taking and/or transcribing meeting minutes.
  
• Good time management and multi-tasking skills.
  
• Organized, and customer service oriented.
  
• Excellent customer service skills. Professional and approachable.
  
• Ability to build relationships.

Requirements

• Must be Indigenous, status/non-status, on/off reserve who resides within the SASET catchment area.
• Must be 18 years of age or older (not currently in school).
• Un or underemployed.
  
• No longer required by law to attend school.
  
• Participants may have marketable skills but lack work experience in area in which the work experience and/or training will occur.
  
• Not be receiving other Service Canada supports funding.
  
• All Service Canada Personal Information Forms (PIFS) and Client Consent Forms (CCs) must be submitted prior to commencement of program.

Cultural Competency:

• Understanding of Indigenous cultures, traditions, and contemporary issues.
  
• Experience working within Indigenous communities and applying culturally safe practices.

How to Apply

Interested candidates are invited to submit their resume and a cover letter outlining their qualifications and experience, particularly in relation to administrative experience. Please include references that can speak to your experience and skills.

Have a question about this position before you apply? [email protected].

Employment is conditional upon completing pre-employment screening to ensure a safe and secure work environment in which students, staff, members, families, community, as well as resources, and assets are protected. All background checks, reference checks and criminal record checks are performed in accordance with Seabird Island Human Resources Policy Manual, protecting the integrity and confidentiality of information gathered during the evaluation.

Pre-employment screening

Seabird Island is an equal opportunity employer and is committed to creating a diverse and inclusive workplace. We are committed to fostering diversity, equity, and inclusion. We recognize and value the unique perspectives, experiences, and contributions that Indigenous people bring to our team. We actively encourage applications from Indigenous people. Pursuant to S. 41 of the BC Human Rights Code, preference may be given to applicants of First Nations, Mtis, or Inuit heritage. We are interested in every qualified candidate who is eligible to work in Canada; however, we are not able to sponsor visas.

We thank you for your interest. Only those selected for an interview will be contacted.