Operations Coordinator, Powley Institute

• Provide administrative and operational support to the Manager of the Powley Institute, ensuring smooth day-to-day functioning of programs, projects, and Institute activities.
• Support the Chair, Archivist, and other Institute staff with scheduling, coordination, document preparation, and logistical needs as directed.
• Coordinate financial and administrative processes, including purchase orders, expense claims, vendor payments, procurement requests, and monthly reconciliation of purchase cards or operational expenditures.
• Assist with preparing, formatting, and submitting project proposals, reports, funding submissions, and briefing materials, ensuring accuracy, clarity, and alignment with Institute standards.
• Respond to general inquiries about the Powley Institute, providing timely, professional, and culturally grounded communication to citizens, partners, researchers, and internal staff.
• Monitor and track specific budgets or project expenditures at the direction of the Manager, ensuring documentation is complete, accurate, and up to date.
• Coordinate meetings, events, workshops, and training sessions, including: securing venues, vendors, and service providers / arranging room setup, A/V requirements, and catering / coordinating participant travel, accommodations, and logistics / preparing meeting kits, agendas, and materials / overseeing registration and attendance tracking/recording and preparing meeting notes, summaries, or action logs
• Maintain the Powley Institute’s operational calendar, including key deadlines, events, reporting cycles, and communications timelines.
• Coordinate the production, printing, and distribution of communications materials, including newsletters, announcements, promotional packages, and internal updates.
• Prepare, process, log, and file Institute correspondence, documents, and records, ensuring accuracy, confidentiality, and adherence to MNO policies.
• Support the Manager in maintaining organized program and project files, including digital and physical records, tracking sheets, and documentation repositories.
• Conduct research and gather information to support the Manager or project leads as requested.
• Compile regional or project-based reports, revise submissions, and prepare draft provincial or Institute-wide reporting summaries.
• Maintain and update deliverables tracking tools, coordinating reminders and follow-ups with staff and project leads to ensure timely reporting.
• Act as a liaison for cross-branch administrative needs, supporting collaborative work with other MNO branches and attending internal communications or coordination meetings as required.
• Promote the values of the Métis Nation of Ontario and the Powley Institute, demonstrating professionalism, respect, and relationship-centred practice in all interactions.
• Adhere to all Occupational Health and Safety requirements, reporting hazards, incidents, or unsafe conditions in accordance with MNO policies and provincial legislation.
• Perform other operational or administrative duties as required to support the effective functioning of the Powley Institute.
• Promotes the values of the organization within the workplace and in the community by demonstrating positive and professional relationships with others (employees, citizens, council, volunteers, advocates, etc.)
• Reports all unsafe conditions, hazards or practices, accidents and incidents in accordance with the Occupational Health and Safety Act and adheres to all Health and Safety requirements within the MNO’s policies and procedures and provincial legislation.
• Performs other job/branch-related duties as required.

• College Diploma (1 or 2 year)
• 1 to 3 years of experience
• Experience providing administrative or operational support in an office, program, or project-based environment.
• Experience coordinating meetings, events, travel, or logistics.
• Experience working with financial or administrative processes such as purchase orders, expense claims, or reconciliation.
• Experience preparing correspondence, reports, or meeting notes with accuracy and attention to detail.
• Experience maintaining organized digital and physical filing systems.
• Experience working collaboratively with staff, partners, or community members in a professional setting.
• Post-secondary diploma or degree in Office Administration, Business Administration, Public Administration, Indigenous Studies, Communications, or a related field.
• Strong administrative, organizational, and coordination skills, with the ability to manage multiple priorities, deadlines, and workflows in a fast-paced environment.
• Knowledge of program administration, budgeting, and financial processes, including purchase orders, expense claims, reconciliation, and vendor coordination.
• Understanding of culturally grounded administrative practice, including respectful communication, confidentiality, and relationship-centred approaches aligned with Métis governance and community protocols.
• Proficiency with Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and comfort working with databases, digital filing systems, and online collaboration tools.
• Strong written and verbal communication skills, including the ability to prepare correspondence, meeting summaries, reports, and briefing materials with accuracy and clarity.
• Ability to identify issues, propose solutions, and take appropriate action, demonstrating sound judgment, initiative, and attention to detail.
• Experience coordinating meetings, events, or training sessions, including logistics, scheduling, travel arrangements, and preparation of materials.
• Ability to work effectively both independently and as part of a collaborative team, supporting staff, partners, and community members with professionalism and cultural humility.
• Demonstrated discretion and tact, with the ability to handle sensitive information, confidential documents, and internal communications responsibly.
• Comfort working with standard office equipment and the ability to learn new systems, tools, and processes as required.
• Flexibility to work occasional extended hours or travel, including travel in rental vehicles, when Institute activities require it.

Métis Nation of Ontario