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Office Administrator

Job Information
Author pmnationtalk
Date December 5, 2018
Type Full Time
Company OFIFC
Location Toronto, ON
Category Admin / Office
Client Ontario Federation of Indian Friendship Centres
Contact Information
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Office Administrator

The OFIFC is an award winning leader in culture-based management providing innovative research, policy, training and community development to 28 Friendship Centres and other urban Aboriginal service providers across Ontario.  Located in downtown Toronto, the OFIFC engages all levels of government and mainstream agencies.                                                                                  

OFIFC is a purpose-driven organisation which offers unique and challenging work.  A rewarding and enriching career awaits if you are skilled at critical thinking, building relationships, take personal accountability for getting things done and enjoy working as part of a team to collaboratively solve problems.


To ensure all aspects of administration and office operations are effective, efficient and adhere to all applicable laws and regulations.  This includes the organisation, coordination and supervision of the administration workgroup, its processes and procedures.

A job description is below


  • Completion of post-secondary education and/or industry courses in Business Administration or another relevant discipline;
  • Minimum 2 years’ experience in coordination and supervision;
  • Experience working within a not-for-profit sector, preferably within an Indigenous organisation    Proven ability to direct, advise, support, coordinate, supervise and discipline direct staff reports;
  • Knowledge of practices and systems within Administration and Records Management;
  • Knowledge of Business and Management principle;
  • High proficiency in MS Office suite and knowledge of office software packages;
  • Criminal Reference Clearance (CPIC) and Vulnerable Sector Clearance are requirements of the employment offer.

Posting Date: April 2018 until filled


Primary Objective:

To ensure all aspects of administration and office operations are effective, efficient and adhere to all applicable laws and regulations.  This includes the organisation, coordination and supervision of the administration workgroup, its processes and procedures.


Core Competencies:

  • Culture – Takes personal responsibility to increase sensitivity, awareness and implementation of OFIFC’s Neha (bundle) including foundational teachings and organisational practices in both professional conduct and work-related deliverables.
  • Accountability – Takes personal ownership and responsibility for the quality and timeliness of work commitments.
  • Critical Thinking – Applies systematic, logical reasoning when addressing problems or situations in order to arrive at an appropriate solution or outcome;
  • Building Relationships and Strategic Partnerships – Builds, develops and sustains business relationships / strategic partnerships which are mutually beneficial, reciprocal and grounded in trust and respect. It is recognising we are all interdependent and working towards the common good of the organisation.
  • Results Orientation – Accomplishes established goals, delivers the outcomes required and achieves the results. It includes the efficient and effective use of all resources (time, financial, people and technology).
  • Teamwork and Collaboration – Works collaboratively with others and addresses conflict in a win-win productive manner.  This includes a mindset of “sharing” with others whether it is knowledge, recognition, information and skills. Working towards a common purpose for the good of OFIFC and the communities of people it serves.
  • Communication – Effectively delivers information in a transparent, honest and clear manner.  It includes actively listening, comprehending and responding appropriately when interacting with people.  It is about being respectful when expressing opinions and points of view.

Behavioural Competencies:                              

  • Judge and Problem Solving
  • Planning and Organising
  • Decision-making
  • Trouble-shooting


Work Environment:

Works in a safe and suitable office environment faced with interruption and must meet with others on a regular basis.  Exposed to mid to high-level computer use and performs multiple tasks with simultaneous and tight deadlines.

Working Hours:

Works a regular 40 hour work week.  Evening hours may be necessary to meet work deadlines.



To perform a variety of administrative tasks to support the day-to-day operational activities and ensures processes are aligned with OFIFC’s long-range strategic plan.

  • Coordinates OFIFC’s administrative activities as directed by the Corporate Services Director.
  • Supervises the Administration workgroup including Administrative Assistants, Executive Assistant(s), Maintenance and Receptionist (up to 10+ direct reports).

Key Contacts/Relationships:


Primarily communicates with the Administration workgroup and the Corporate Services Director.


Acts as liaison with contractors/suppliers to ensure deliverables are on track and fall within the scope of administration projects.  Negotiates contracts and services ensuring OFIFC quality standards are reflected in the project throughout.

Key Responsibilities:

Operations and Facilities Support (55%):

  • Ensures the administrative and office operations adhere to existing policies and procedures and adhere to all applicable laws and regulations;
  • Researches, drafts and recommends practices to improve operational efficiencies and reduce costs;
  • Organises and maintains office layout plans as directed;
  • Prepares reports, metrics, proposals and correspondence related to operations and facilities;
  • Ensures inventory of supplies, art, furniture and office equipment are maintained and up to date;
  • Ensures administration process manuals are updated and maintained;
  • Administers facilities contracts (including cleaning, catering, hotel, repairs, security, etc.);
  •  Acts as liaison with contractors/suppliers to ensure project deliverables are met
  • Coordinates with Technical Support on office equipment service contracts;
  • Partners with Human Resources Manager to update and maintain office policies and procedures as necessary;
  •  Maintains the Records Management program including labelling, retention and destruction processes utilising OFIFC’s tracking software system;
  • Provides training to employees on the Records Management program;
  • Performs invoice coding for office services as directed;
  • Participates on the Joint Health & Safety Committee;

Office Coordination and Supervision (40%):

  • Ensures the Administration workgroup consistently and regularly maintain OFIFC files, materials, records and administration processes;
  • Ensures the OFIFC public communication is correct, professional and follows OFIFC’s style guide;
  • Coordinates and establishes time workload priorities, activities and compliance with deadlines of administrative support to enable successful task performance;
  • Supervises administration workgroup staff by providing direction, coaching, feedback, training and development opportunities and implements the performance management process;

Other (5%):

  • Maintains and upgrades professional skills;
  • Promotes a healthy, safe work environment; and
  • Performs other duties, related to the position, as assigned by the Executive Director or designate.
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