Position: Administrative Assistant Location: Barrie, ON – in office Reports to: Director, Operations & Administration Term: Part-time (0.8 FTE) contract position until December 2, 2015, 2026 Start date: April, 2026 Pay range: $31.06 - $32.97 / Hour 4 days/week Ontario Aboriginal HIV/AIDS Strategy (Oahas) is an Indigenous-led organization committed to promoting and supporting healthy, thriving Indigenous communities through providing culturally grounded education and access to harm reduction to reduce the transmission of HIV and other STBBIs in our communities. Oahas operates based on the principles of Greater Involvement of People living with HIV/AIDS (GIPA), Meaningful Engagement of People living with HIV/AIDS (MEPA), “nothing about us without us”, Indigenous harm reduction, and respect for our cultural knowledges and teachings. These foundational principles guide all aspects of our relationships and work. Summary Working as part of a provincial team, and reporting to the Director, Operations & Administration, this position supports the senior management team to meet day to day operational needs of the organization by providing comprehensive operational and financial related administrative and clerical responsibilities. Organizational Values Oahas’ organizational values are Autonomy and self-determination, Accessibility, Innovation, Justice, Connection, Accountability, Hope and Advocacy. Based on our organizational values, we have developed agency wide accountability behaviours that are shared with all Oahas staff and used as part of our performance evaluation tools. These include engaging in the work using direct communication, kindness, generosity of spirit, and respect. Duty Statements & Key Deliverables Inventory Procurement and Maintenance (15%) Conduct monthly online purchasing for all programming and administration items as approved; Divest agencytechnology and equipment as directed; Maintain inventory systems and regularly update databases. File and Records Maintenance (10%) Maintain accurate and up-to-date records, files, and databases, including organization of key corporate documents, reports, and correspondence. Create and maintain appropriate records indices and records retention schedules. Support with maintaining insurance documents. Communications (10%) Manage physical and electronic correspondence; respond by providing appropriate information and/or redirect communications to appropriate staff.



Draft written communications on behalf of the senior management as needed. Assist in preparing documents, presentations, and reports. Manage incoming calls to the central phone line and respond to voicemails and or redirect to appropriate staff. Minute and note taking as needed. Donor Relations (5%) Developing, implementing and maintaining donations process at Oahas under direction of Director, Operations & Administration (checking Canada Helps, sending thank you cards, tax receipts etc.). Event Planning & Travel Coordination (20%) Assist with the planning and coordination of events and agency gatherings (All Staff annual gathering, annual Indigenous People living with HIV/AIDS (IPHA) gathering, Oahas Community Advisory Committee (CAC) gatherings, in-person meetings of the Oahas Board of Directors, and Annual Members’ Meeting). Support with bookings and coordinating travel arrangements with third-party travel agency; create and distribute travel itineraries. Support logistics, including agenda creation, material distribution, catering and meeting spaces. Finance Administration (35%) Perform the bi-weekly compilation and processing of bills and invoices for payment. Perform monthly credit card reconciliations. Support budget tracking and financial reporting as needed. Prepare documentation for taxes and remittances for review. Human Resources Administration (5%) Support onboarding new staff by generating Oahas staff badges and mailing them out to the appropriate provincial site. Mail out Oahas shirts, sweaters and swag to recent staff and program sites as needed. Generating business cards for staff who have completed the 3-month probationary period and mailing them to appropriate provincial site. Additional Expectation Additional support work as directed in the following areas: organizational initiatives, and updating procedural documents. Ongoing compliance with Oahas policies and procedures is a requirement for this job, with particular emphasis on the privacy, security and confidentiality policies related to the sensitive nature of the documents and materials being managed.



Ability to work outside regular working hours as required, and regular travel throughout the region will be required which may include evening and weekends. Share in the care and responsibility for traditional medicines and bundle items as per protocol. Travel throughout the province will be required with advance notice. Other duties as assigned by the senior management team. Qualifications & Skills Qualifications Proven experience as an Administrative Assistant, 5+ years' experience in a similar role preferred. Demonstrated ability to create and maintain organizational and administrative tools and practices required. Lived Experience; Experience working withpeople living with HIV, and/or people who use drugs and other substances, and Indigenous communities preferred. Competency and good understanding of Indigenous cultures and ways, teachings and history. Ideally, you are someone well along on your personal learning journey. Ability to exercise tact, diplomacy and respect when communicating with Indigenous communities, other agencies and external contacts. Valid Ontario G driver’s license is mandatory. A diploma or degree in a relevant field and/or a combination of related experience would be an asset. Skills Knowledge of office management systems and procedures; scheduling, record-keeping, data management, correspondence handling, workflow coordination. Working knowledge of office equipment and technology. Excellent organization skills with the ability to multi-task. Excellent written and verbal communication. Excellent precision – attention to detail. Excellent time management skills and the ability to prioritize work and manage multiple priorities. Critical thinking, analytical and problem-solving skills. Proficiency in computer technology and software, specifically Microsoft 365 applications, Adobe, Canva, DocuSign, BambooHR, QuickBooks, Android and Apple devices and working knowledge of office equipment and technology. Oahas is committed to equitable representation and access. We strive to build an inclusive workforce that reflects the rich diversity of the communities in which we live. To this end, we strongly encourage applications from Indigenous people, and people with living/lived experience with drug use, sex work, houselessness, street involvement; those living/diagnosed with HIV or HCV; members of 2SLGBTQ+ communities, and persons with disabilities. #J-18808-Ljbffr

📌 Administrative Assistant - C$31.1 - C$33.0 An Hour - Part Time (Barrie)
🏢 Ontario Aboriginal HIV/AIDS Strategy
📍 Barrie