He Administration Manager will be responsible to:AdministrationPromote HIFN vision and values while presenting a positive and skilled image of the organization at all timesGreet all clients, guests and visitors on arrival and escort them to their meetings and appointmentsDevelop and implement a process for gathering continuous feedback from clientsAssist Human Resources with the recruitment of new administrative support staff by participating in the interview process as requestedSupervise and support the administrative support staff during day-to-day operations through mentorship and coachingEnsure productivity remains a priority by delegating work tasks for administrative support staffCreate goals and expectations for administrative support staff to facilitate their successOversee work projects and evaluate administrative support staff performanceCoordinate training activities and oversee staff developmentEncourage open employee communication by facilitating regular one-on-one meetings with subordinate administrative support staff to give and receive feedbackIdentify and monitor the organization’s culture so that it supports the attainment of the HIFN goals and promotes employee satisfactionWork directly with Human Resources to identify, develop and implement succession and learning development programs to prepare successors with formal training, job rotation and one‑on‑one development coachingOversee time and attendance records for the administrative support staff, including the approval and sign‑off of time sheets and time‑off requestsParticipate in performance management and progressive discipline processes for the administrative support staff within the Administration Manager capacityMaintain strict workplace confidentiality at all timesAttend and participate in training workshops, seminars, webinars and conferences as deemed essential or mandatory by HIFNMaintain up‑to‑date knowledge on current laws, policies and industry regulations, trends and practices that may affect the operations of Henvey Inlet First NationIdentify any concerns, inconsistencies or changes with new and current regulations and notify leadership of recommended policy and procedural updates needed to ensure HIFN complianceWork collaboratively with department managers to assist in the development and implementation of operational policies and proceduresOversee the adherence to HIFN policies and procedures, operating instructions, confidentiality standards and code of ethical conductKeep the Director of Finance/Administration and leadership informed about business activities, potential threats, opportunities, and recommended actionsPrepare and present proposals and recommendations in a clear and logical mannerAssist with the planning and coordination of departmental workshops, programs, events,



meetings and special projectsFacilitate and oversee the completion of inter‑department reporting as required to maintain corporate complianceAct as backup support to the administrative team by performing general office administration tasks in their absenceAnswer and direct inbound telephone/email inquiries to key personnelManage inbound/outbound mail/postage and oversee the production and distribution of membership information packages and other print materials including flyers, posters and newslettersAssist senior management to arrange travel accommodations for leadership, staff and members in an economical and timely fashion, including hotel bookings, car rentals, flights and so onAttend and actively participate in all other mandatory staff and community meetingsUpdate and maintain HIFN website with current information, news, and eventsComplete and submit an annual work plan on behalf of the administration teamCoordinate catering requests, food and gift card orders/pick‑ups and pick up order when requestedOperationsWork collaboratively with the Maintenance Supervisor to coordinate office seating arrangements for new employees including the ordering of recent office furniture as necessaryWork collaboratively with IT to ensure new/existing employees have access to working phones, internet, computers and email accounts at all timesRequest IT support when technology and/or connectivity issues ariseImprove organizational capability by assisting with the development of organizational assessment mechanisms, interpreting results and developing recommendations, interventions, and action plansCreate and direct long‑ and short‑term departmental goals and objectives and continually assess the department for areas of improvementAct as a liaison between HIFN and outside agencies and maintain a good public relations program that serves the best interests of both HIFN administration and the communityEnsure administrative support staff are acting in accordance with set qualified standards and code of conduct policies at all timesCollaborate with other departments to align the goals of client services with other areas of the administrationEnhance the quality of service to the membership through innovative practices and team leadershipInvestigate and resolve high‑level membership needs or complaintsCommunicate with Director of Finance/Administration and leadership about client services issues, as well as successes, through informal channels, written reports, and formal presentationsHandle interdepartmental issues with tact and diplomacyRepresent the Administration Department at various community, staff and band council meetings as requestedManage and participate in various workplace committees including the wellness, health and safety,



social and other committees as requestedEvaluate and implement recommendations from a variety of committees and working groups with the approval of Chief and CouncilAssist in the management of building security by restricting building access to authorized external guests, facilitators, contractors, service providers and staff onlyWork collaboratively with the Maintenance Supervisor to coordinate the assignment of building/office keys and alarm codes for approved key personnelPerform weekly backups of all HIFN security camera footageMaintain detailed records on client services and up‑to‑date visitor log bookEnsure that all employees, visitors and third‑party contractors understand and adhere to all HIFN health, safety, security and other facility policies and procedures by modeling and enforcing safe workplace practicesWork collaboratively with fire, maintenance and other departments to ensure office facilities are in compliance with safety regulations such as fire codes and accessibility requirements and report any infractions to leadershipAssist with various workplace investigations as requiredAssist the Director of Finance/Administration and leadership in negotiating contracts and service level agreements for third party suppliers and providersManage resource allocations while keeping in mind company fiscal responsibilitiesOversee ordering of office supply inventory to ensure adequate supplies remain available at all timesMonitor inbound shipping/receiving, distributing packages to appropriate department personnel and following‑up on lost/damaged or delayed ordersAssist with vehicle insurance and plate renewals and insurance claim submissions as requestedFinanceMonitor and adhere to office and facilities management departmental operating budgetsAllocate and record incoming invoices and expenses to the appropriate account/budgetReceive and issue receipts for third‑party cash and cheque payments, remitting payments to the finance departmentAssist with the review and interpretation of monthly financial statements and take appropriate corrective action in response to variances and trendsEnsure the strict confidentiality and privacy of financial records as they relate to the organization and its clients, as well as payroll and housing financial recordsAssist finance department with collections issues by advising clients/business partners of A/R policies and proceduresInvestigate and resolve department billing discrepancies and misapplied transactionsMake arrangements for payment of outstanding invoices, escalating late accounts to the Director of Finance/Administration for immediate attentionCollaborate with the Director of Finance/Administration to prepare and submit departmental financial records and cost reports to authorized government agencies as requiredCommunicate with internal/external sales representatives, vendors, accountants, government agencies and auditors as necessary to complete job dutiesAssist the Director of Finance/Administration with finance meeting preparation, including gathering financial records and reports and printing/copying meeting materialsPerform other duties as assigned from time‑to‑time by the Director of Finance/Administration or Chief and Council#J-18808-Ljbffr

📌 Eo-No-198 Administration Manager (Nipissing District)
🏢 Henvey Inlet First Nation
📍 Nipissing District