Description
SUMMARY OF THE POSITION
Person who analyzes the needs, conceives of and applies professional techniques in the field of administrative methods and systems, in order to improve service delivery.
SPECIFIC FUNCTIONS
The Administrative Process Specialist (APS) - Proximity plays a key role in supporting the development and operations of the Proximity department within Public Health. The incumbent works closely with leadership to coordinate initiatives, provide administrative and logistical support, and assist in qualitative data collection, analysis, and reporting. This position requires someone who thrives in a collaborative environment, can work independently while also serving as a key support for leadership, and is comfortable engaging with various stakeholders, including community members, health professionals, and external partners. The APS - Proximity will travel frequently to Cree communities to support engagement, facilitate discussions, gather qualitative data, and contribute to the department's strategic planning efforts.
The APS in the Public Health Proximity team will:
- Perform administrative tasks as assigned by the Assistant Director - Proximity or immediate supervisor, including coordinating travel arrangements, expense tracking, correspondence, and other operational support.
- Manage administrative activities for the proximity team, such as document control, scheduling, logistics coordination, and the preparation of reports, briefing notes, and other relevant documentation.
- Assist in the preparation and execution of engagement sessions, stakeholder meetings, and community visits, ensuring proper documentation of key discussions, decisions, and action points.
- Maintain organized records of stakeholder interactions, reports, qualitative findings, and administrative processes to support planning and decision-making of the proximity team.
- Provide coordination support for the Proximity department, ensuring efficient workflow, project tracking, and timely follow-ups on key initiatives.
- In collaboration with other PH departments, assist in assessing administrative needs and developing policies, procedures, and operational frameworks to support the establishment of the Proximity department.
- Support qualitative data collection and analysis by facilitating community-based discussions with stakeholders to gather insights that inform public health proximity planning.
- Assist Assistant Director - Proximity in report preparation by compiling and synthesizing stakeholder feedback, community perspectives, and key themes from engagement sessions.
- Research best practices for public health service delivery and recommend strategies that align with the needs of Eeyou Istchee.
- Contribute to the development of culturally relevant public health materials and consultation strategies to strengthen community engagement.
- Support internal communication, ensuring information is effectively shared between the Public Health department, leadership, and external partners.
- Assist in budget planning and resource allocation of proximity team to ensure effective use of funding for departmental development.
- Ensure proper documentation and record-keeping for future proximity team members to build upon the department's progress.
- Monitor progress and provide recommendations for improvements to keep the department's development on track.
REQUIREMENTS
Education: * Bachelor of Science degree in Administration, Human science, Social Sciences or other relevant academic discipline.
Experience: * Three (3) years of appropriate administrative experience in similar responsibilities.
Knowledge and Abilities:
- Strong administrative and organizational skills, including workflow management and documentation.
- Knowledge of qualitative data collection, including facilitating community-based discussions and summarizing insights.
- Excellent written communication skills, with experience in report writing and documentation.
- Strong verbal communication skills in English and Cree (required).
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams) and willingness to learn other administrative tools.
- Ability to manage multiple tasks, prioritize deadlines, and work both independently and collaboratively.
- Familiarity with public health services and Cree communities, including governance structures and cultural context.
- Willingness to travel frequently to Cree communities.
LANGUAGE* Fluency in English and Cree* Fluency in French is an asset.
