Description
SUMMARY OF THE POSITION
Person who analyzes the needs, conceives and applies professional techniques in the field of administrative methods and systems in order to improve service operations. Specifically, in the capacity of Administrative Process Specialist (APS), the incumbent in the Communications Department ensures the efficient execution, coordination, and continuous improvement of the day-to-day administrative and financial operations, contributing directly to service quality, operational consistency, and organizational credibility.
SPECIFIC FUNCTIONS
• Supports the daily operational activities of the Communications Department and ensures continuity of administrative and financial processes;
• Coordinates and carries out day-to-day financial operations in a system that is complex, including quotes, purchase orders, invoices, and follow-ups with suppliers and internal stakeholders;
• Acts as a central point of contact for operational coordination, ensuring timely follow-ups with Coordinators, team members, internal clients, and external partners;
• Assesses operational needs related to administrative processes and recommends, develops, implements, and maintains efficient and sustainable procedures and workflows;
• Ensures accuracy, completeness, and compliance of administrative and financial documentation to support quality control and reduce errors impacting operations;
• Contributes to the communication planning process through operational and administrative support to the management team;
• Assesses operational reporting needs and collects, consolidates, and maintains data to support decision-making and strategic analysis;
• Provides administrative and logistical expertise to the communications team, including meeting coordination, preparation of agendas, documentation, and follow-ups;
• Supports the organization of departmental and corporate activities by ensuring logistical coordination and administrative readiness;
• Develops, documents, and maintains operational tools, templates, and procedures to ensure consistency and sustainability of practices across the team;
• Contributes to the collection and validation of operational indicators and performance data, ensuring reliability of information used for reporting;
• Supports the management team in the monitoring and tracking of operational expenditures, ensuring alignment with established processes and budgets;
• Coordinates administrative tasks such as survey creation, document preparation, translation coordination, and logistical arrangements (e.g., shipments, reservations);
• Ensures consistent, timely, and professional service delivery to internal clients and stakeholders, contributing to the department’s reputation and effectiveness.
• Collaborates closely with the APS (Strategy) in the execution and delivery of selected mandates/files.
REQUIREMENTS
Education and experience:
• Must hold a bachelor’s degree in administrative sciences, human sciences, social sciences, or another relevant university discipline.
• Three (3) years of appropriate administrative experience, including experience in operational coordination, financial administrative processes, or high-volume service environments.
• Experience and knowledge of the health and social services network will be considered an asset.
Knowledge and Abilities:
• Knowledge of administrative systems, techniques, and practices, particularly in operational workflows, financial processes, and process improvement;
• Knowledge of budget monitoring, data collection, and reporting processes;
• Knowledge of the MSSS Network, policies, programs, and administrative regulations;
• Knowledge of First Nation models, trends, and issues across the country;
• Strong ability to organize, prioritize, and manage multiple high-volume tasks in a fast-paced environment;
• Strong attention to detail, accuracy, and quality control;
• Strong coordination and follow-up skills with the ability to manage multiple stakeholders simultaneously;
• Ability to develop, implement, and maintain efficient and sustainable administrative processes and procedures;
• Ability to collect, validate, and organize operational data to support reporting and analysis;
• Strong problem-solving skills with a practical, solution-oriented approach;
• Excellent communication and teamwork skills;
• Ability to support and guide team members in the application of administrative procedures;
• Sense of accountability, autonomy, resourcefulness, and adaptability;
• Excellent knowledge of office computer applications (MS Word, Excel, Project and PowerPoint).
LANGUAGE
• Fluent in English;
• Fluency in Cree or French is an asset.
