Dene Tha’ First Nation Women’s and Children’s Emergency Shelter
Employment Opportunity for DTFN Members
Administrative Assistant
Location: Dene Tha’ First Nation Women’s and Children’s Emergency Shelter
Bushe River, Alberta
Reports to: Facility Manager
Available Position Type: Full-Time Position
Schedule: Monday to Friday, daytime hours, with flexibility required to support shelter
operations
Position Overview
The Administrative Assistant provides comprehensive administrative, coordination, and clerical
support to ensure the effective, organized, and confidential operation of Dene Tha’ First Nation’s
Women’s and Children’s Emergency Shelter. This role supports shelter operations across all
service areas by maintaining accurate records, coordinating schedules and communications,
supporting reporting and compliance requirements, and ensuring administrative systems function
efficiently and securely.
Working closely with the Facility Manager, Case Manager, Intake Workers, Financial Specialist,
and other shelter staff, the Administrative Assistant plays a central role in enabling trauma-
informed, culturally grounded service delivery while maintaining the highest standards of
confidentiality, professionalism, and accuracy. While not a shift-based role, the position operates
within a 24/7 emergency shelter context and must be responsive to operational priorities and
emerging administrative needs.
Core Responsibilities
Administrative Operations and Office Coordination
· Provide day-to-day administrative support to shelter operations, including correspondence,
scheduling, calendar coordination, document preparation, and general office organization
· Coordinate meetings, prepare agendas, record minutes, and track follow-up actions for
internal meetings, reporting sessions, and governance-related activities as required
· Maintain organized and secure filing systems for administrative, personnel, and operational
records, both electronic and physical
· Manage office supplies, equipment inventories, and administrative procurement in
accordance with shelter policies and delegated authority
· Support general shelter operations as requested by management while on duty
Data Management, Records, and Reporting Support
· Accurately, consistently, and in a timely manner enter, update, and maintain administrative,
staffing, and program-related information within the shelter’s designated data and record
management systems
· Support the collection, organization, and tracking of operational and program data required
for internal monitoring, funder reporting, audits, and Board reporting
· Compile administrative summaries, logs, schedules, and supporting documentation as
requested by the Facility Manager
· Ensure all records are complete, current, and maintained in accordance with shelter
standards, privacy legislation, confidentiality requirements, and reporting obligations
Financial and Payroll Administrative Support
· Provide administrative support for financial and payroll processes, including collecting
timesheets, tracking attendance, and maintaining payroll-related records
· Assist with invoice processing, expense tracking, petty cash documentation, travel and
mileage logs, and purchase records, in coordination with the Financial Specialist and
Facility Manager
· Maintain accurate administrative records related to operational expenditures and support
preparation for audits, financial reviews, or funder monitoring activities
· Forward all financial reports, approvals, and decisions to the Financial Specialist or Facility
Manager.
Communication, Coordination, and Frontline Administrative Support
· Serve as a central point of contact for administrative inquiries, directing requests
appropriately while maintaining confidentiality and professional boundaries
· Support internal communication and coordination between shelter departments to ensure
timely and accurate information sharing
· Greet visitors, service providers, auditors, and partners in a professional, respectful, and
culturally appropriate manner
· Coordinate administrative logistics related to staff onboarding, training, meetings, and
internal events
Confidentiality, Compliance, and Professional Conduct
· Handle all administrative, personnel, and client-related information with the highest level
of confidentiality and discretion
· Ensure administrative practices comply with shelter policies, privacy legislation, funder
requirements, and internal controls
· Support the Facility Manager in maintaining administrative readiness for audits,
inspections, and external reviews
· Maintain professional boundaries and conduct at all times within a trauma-exposed,
sensitive work environment
Shared Shelter-Wide Responsibilities
All employees of the DTFN Women’s and Children’s Emergency Shelter work within the context
of a 24/7 emergency shelter environment and share responsibility for upholding the safety, dignity,
confidentiality, and well-being of all clients, children, families, staff, and the facility. While not all
positions are shift-based or client-facing, all staff are expected to contribute to the effective and
professional operation of the shelter by responding appropriately to safety concerns within the
scope of their role, communicating concerns promptly to on-shift staff or management, and
supporting colleagues during high-volume or critical situations as reasonably required.
All staff are expected to maintain ongoing compliance with confidentiality and privacy obligations
and to participate in required trauma-informed, cultural safety, and role-specific training
throughout their employment. These obligations are fundamental conditions of continued
employment within the shelter.
Qualifications
· Diploma or certificate in office administration, business administration, or a related field,
or an equivalent combination of education and experience
· Minimum two years of administrative or clerical experience, preferably in a social service,
healthcare, non-profit, or Indigenous organization
· Demonstrated ability to manage records, schedules, and documentation accurately in a fast-
paced environment
· Proficiency with standard office software and demonstrated ability to accurately use
designated data and record management systems
· Strong organizational, time-management, and attention-to-detail skills
· Demonstrated commitment to confidentiality, cultural safety, and trauma-informed practice
· Strong interpersonal and communication skills
· Valid Class 5 Driver’s Licence and ability to travel as required
· WHMIS, First Aid, CPR certification (or willingness to obtain)
· Successful completion of a Criminal Record Check and Child Intervention Check
Work Environment and Conditions
· Primarily a daytime administrative role, but may require weekend availability occasionally
· Flexibility required to support operational priorities, reporting deadlines, audits, or
emergency-related administrative needs within a 24/7 shelter environment
. Trauma-exposed work environment requiring professionalism, discretion, emotional
resilience, and strict adherence to confidentiality
· Regular interaction with staff, clients, Board members, funders, auditors, and external
partners
Closing Date: March 31, 2026
Send resume with a Criminal Record and Child Intervention checks to:
Human Resources Manager
Dene Tha’ First Nation
Box 958 High Level, AB TOH 1Z0
Phone: 780 926-2786 or Fax: (780) 926-5730
Email: DoreenA@denetha.ca
We thank all candidates in advance, however only those selected for an interview will be contacted.
