The Indigenous Ministries and Justice Unit of The United Church of Canada is seeking an individual to fill the role of Administrative Assistant on a permanent full-time basis (35 hours per week).

Indigenous Ministries and Justice works with the National Indigenous Council and Indigenous communities of faith across The United Church of Canada. In line with the norm, principles, and standards set out in the United Nations Declaration on the Rights of Indigenous Peoples and the Truth and Reconciliation Commission of Canada’s Calls to Action, Indigenous Ministries and Justice supports the whole United Church of Canada as it strives to animate the Calls to Action and Calls to the Church. This work is done by building on the capacity, already present, in areas of spiritual healing, leadership and youth development, stewardship, and justice and reconciliation.

Position Purpose

The Administrative Assistant provides effective and efficient administrative support to the Indigenous Ministries and Justice Unit and to the Anti-Racism and Equity Lead. This role supports the work of the National Indigenous Council and Indigenous communities of faith across The United Church of Canada by facilitating smooth coordination of programs, meetings, and initiatives that advance spiritual healing, leadership and youth development, stewardship, justice, and reconciliation.  They play a key role in maintaining accurate records, supporting communication flows, assisting with project logistics, and ensuring that staff and partners are well-supported in carrying out reconciliation-focused work.

This position also provides administrative support to the Anti-Racism and Equity Lead. This work involves the coordination of logistics for committee meetings, note-taking, and reconciling financial expenses. The position will offer leadership for the ongoing scheduling of meetings and events, tracking logistics, and engaging in small research tasks. This work involves working with people from a wide range of racial, cultural and linguistic backgrounds and comfort in working in the midst of diversity. 

Primary Areas of Responsibility

• Administrative Program Support CCDC (50%): Provide high level administrative support including hospitality, the flow of communication, coordinating schedules and events, managing calendars, correspondence, responding to routine inquiries and proactively gathering appropriate background materials as required; takes, transcribes and distributes meeting minutes. Maintain a broad awareness of resources, networks, and issues related to the Indigenous Ministries and Justice, attendance at program and inter-unit meetings; and maintains supportive relationships with partners, colleagues at the General Council office and other church courts/organizations and with non-staff elected and volunteer contributors to the work of the Unit. Maintain the Indigenous network by identifying local contacts to connect Indigenous communities with pastoral charges.  Assist in relationship building to ensure that open conversation continues in a consistent manner. Coordinate the initial process for development of programs, visits, resources, and reports, including research, planning meetings, pre-mailing of materials, compilation of documentation and records, accompaniment and communication between participants, visitors and transcribes minutes of meetings. Plan and coordinate all logistics for programs/projects/gatherings including securing up-to-date resources, managing financial support/requests, and assisting participants as required. The National Indigenous Spiritual Gatherings that occur every three years are a significant planning event for this position. Assist in the management of grants for the Healing Fund and the Justice and Reconciliation Fund. Update databases, and respond to inquiries, both written and verbal, regarding the Healing Program and the Justice and Reconciliation Fund. Make recommendations for streamlining administrative procedures on how grants are processed. Create detailed and accurate budgets for new and upcoming Programs.

• IMJ Task Group/Committee Support (25%): Provide administrative support to the various task/steering groups and committees including meeting preparation (prepares, reviews, edits and distributes written materials), coordination of all logistics, agenda coordination, accurate minute taking and transcribing, record keeping, and follow-up of outstanding items. Manage, gather and organize relevant portfolio data/documentation including surveys, statistical information, resources, network-related details, programs, and meetings as required.

• Anti-Racism and Equity Support (25%): Provide high level administrative support for meetings including hospitality, the flow of communication, coordinating schedules and events, managing calendars, correspondence, responding to routine inquiries and proactively gathering appropriate background materials as required. Take, transcribe and distribute meeting minutes; posts written content on the intranet; maintain updated information in databases. Organizing logistics for national committee meetings or working groups; including meeting preparation (prepares, reviews, edits and distributes written materials), coordination of all logistics, agenda coordination, accurate minute taking and transcribing, record keeping, and follow-up of outstanding items. Engaging in small research projects from time to time. Coordinating logistics, administration, and finances for major program initiatives, such as the 40 Days of Engagement on Anti-Racism.

Qualifications

• Post-secondary education (3-year undergraduate degree) in administration, project management, business, social sciences, or a related field; or an equivalent combination of education and experience;
• Project management training or certification (e.g., CAPM, PMP, or equivalent) is an asset;
• 3-5 years of experience in an administrative role; Experience in working with Indigenous organizations and/or racially diverse settings, in a church or in a not-for-profit setting is desirable.
• An understanding and appreciation of the diverse Indigenous communities, their values, faith, spiritualty, knowledge and traditions;
• Intercultural understandings and ability to work across diverse racial, cultural, and language backgrounds; comfortable with a wide range of identities;
• Well-developed administrative, organizational, planning, problem solving, follow through skills, together with the flexibility to switch easily from one task to another to effectively juggle multiple tasks at the same time as situations or priorities change;
• Strong computer skills in the use of various software applications - Office 365, Dynamics, SharePoint, One Drive, Teams, Zoom, and other social media and online platforms;
• Excellent communication skills interpersonal, verbal and written, including writing, editing, proofreading, with strong attention to detail and the ability to listen carefully and respond effectively;
• Background in cross-cultural communication and intercultural engagement is a strong asset;
• Strong minute-taking and transcribing skills;
• Ability to plan, coordinate and administer complex and multi-phased events, gatherings and meetings;
• Strong financial skill set for budgeting and analysis of financial data (incoming/and in reporting) knowledge and experience working with grants and funding cycles is an asset;
• Excellent research skills with the ability to collect, analyze data and write routine reports, draft letters, correspondence;
• Ability to work independently, taking initiative, and collaboratively in a flexible and collegial way, respecting cultural, racial and gender diversity, achieving high work standards; 
• Initiative, good judgment, tact, discretion, resourcefulness, and creativity in problem solving.
• Willingness and ability to travel within Canada;
• Experience in working with Indigenous organizations and/or racially diverse settings, or in a not-for-profit setting is desirable;
• Experience with any of the church’s equity commitments or more broadly around anti-oppression, whether through volunteering, employment, education, and/or lived experience is an asset; and
• Knowledge of The United Church of Canada and French/Indigenous or additional non-English language skills would be considered assets; and
• Alignment with the vision and values of The United Church of Canada – respect, integrity, passion and diversity.

Working Conditions

The United Church of Canada has adopted a hybrid workplace model, providing flexibility for this position, working both off-site and in the General Council Office. The incumbent will be provided, for work purposes, use of secure devices and must be available by email, phone, teams or zoom during regular office hours Monday to Friday. Sitting and viewing a computer screen for long periods, keyboarding/using assistive devices or technologies, intermittent physical activity including sitting, standing and being on a call for long periods of time will be required. Occasional additional hours may be required.

As part of our ongoing commitment to the Accessibility for Ontarians with Disabilities Act and the Human Rights Code, The United Church of Canada will provide reasonable accommodations to employees with human-rights related needs.

Compensation

The target hiring range for this position is $52,016.95 to $59,284.27 with the ability to progress to a maximum of $69,356.37. This is based on category 4 on our salary range. Placement on the salary range will depend on factors such as market conditions, internal equity, and the candidate’s experience, skills, and qualifications relevant to the role. Pension and group benefit plans coverage and annual vacation round out this compensation package.

Closing date for applications: December 14, 2025

JOB CODE: 14