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
Reports to: Facility Manager
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, program areas, and service areas by maintaining accurate records, coordinating schedules and communications, supporting purchasing 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 maintaining reliable, 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 evolving 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 maintain follow-up actions for internal meetings, reporting sessions, and governance-related activities as required.
• Maintain centralized electronic and physical administrative records, ensuring operational records, both electronic and physical.
• Maintain electronic supplies, equipment inventories, and administrative procurement in accordance with shelter policies and delegated authority.
• Support reception and shelter operations as required by management while on duty.

Data Management, Records, and Reporting Support

• Accurately, consistently, and in a timely manner enter, update, and maintain administrative, staffing, program, operational, and financial data within the shelter’s designated data and records 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 information, reports, schedules, and supporting documentation as requested by the Facility Manager.
• Ensure all records are 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 supporting documentation 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 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 contribute to 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, cultural integrity, and well-being of all clients, visitors, staff, and the facility. While individual positions are shift-based or client-facing, all staff are expected to contribute to the effective and professional operation of the shelter by supporting teamwork, safety, communication, and the scope of their role, communicating concerns promptly to on-shift staff or management, and supporting a culturally-informed, client-centered, trauma-informed, safe, respectful, and non-judgmental environment.

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 records management systems
• Strong organization, 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 License 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: September 28, 2026

Send resume with a Criminal Record and Child Intervention checks to:

Human Resources Manager
Dene Tha’ First Nation
PO Box 958 High Level, AB T0H 1Z0
Phone: 780-926-2786 / Fax: (780) 926-5730
Email: DoreenA@denetha.ca

We thank all candidates in advance; however, only those selected for an interview will be contacted.