Administrative Coordinator

Job Posting: Administrative Coordinator (Remote Position)

We will be reviewing applications and conducting interviews on an ongoing basis, so anyone interested in the position is encouraged to apply early. This posting will close on August 29, 2025.

About IPAC

The Indigenous Physicians Association of Canada (IPAC) advocates for Indigenous peoples’ health, and acts as a support mechanism for Indigenous physicians, residents and students. We believe in elevating the voices of our Indigenous physician leaders to greater spheres of influence to impact system-level change for the care of Indigenous people. We strive to create a work culture that values respect, collaboration, wellness, and cultural safety. www.ipacamic.ca

About the job: Administrative Coordinator

Administrative Support

This is an excellent opportunity for an administrator who both appreciates mentorship and learning independently. We are looking for a detail-oriented and collaborative administrator who is as comfortable receiving instruction as they are seeking out innovative solutions to emerging challenges. The person in this position will report to our Executive Director.

Administrative Coordinator Roles and Responsibilities

• Scheduling meetings for Executive Director and Managers.
• Review and upload job board posting requests.
• Assist with mentorship tracking and matching.
• Perform website editing and maintenance.
• Assist with compiling content for e-Newsletters.
• Provide administrative support to staff.
• Update membership information and trackers in real time.
• Attend monthly board meetings and take detailed minutes.
• Direct emails to the appropriate staff member.
• Prioritize tasks across multiple projects.
• Other administrative duties may be added overtime by the Executive Director.

What we are looking for in a Candidate

Potential candidates may not have everything on this list. We encourage applications from candidates who meet some of the qualifications and are excited about the job.

Must Haves

• A commitment to a culturally safe, supportive and respectful work environment.
• Works well both with a team and independently.
• 1 - 2 years experience in an administrative role.
• Enjoys solving a problem and building and improving organizational systems.
• Ability to prioritize and move between diverse projects.
• Resourceful and flexible.
• Ability to think strategically and to seek out feedback to manage systems and improve on them.
• Excellent written and verbal communication skills in English.
• Competence with Microsoft Office, Google tools, Canva, Adobe Products, WordPress and Zoom.
• Confidence with learning to source and use new technological platforms and tools.
• Experience using social media accounts, including Facebook, Instagram and LinkedIn.
• A familiarity with the TRC Calls to Action, the In Plain Sight Report and Joyce’s Principle.
• Excellent follow up and record keeping skills.
• Ability to travel approximately 8-12 days/year.
• Attend board meetings the last Wednesday of each month 7:00-8:30 PM EST
• Ability to attend occasional meetings and events on evenings and weekends.

Nice to haves

• Written and spoken French language skills.
• Experience with Membee would be considered an asset.
• Familiarity with medical education, healthcare, and/or the non-profit sector.

Position Details

• Ideal start date September 15, 2025.
• Full-time employment contract.
• 37.5 hours/week.
• $56,000.00/year.
• 2 weeks (10 business days) paid vacation.
• One paid organization-wide closure week (5 business days) each summer, upon successful completion of the probationary period. Date to be chosen by the team.
• One paid organization-wide closure week (5 business days) each winter between Christmas and New Years, upon successful completion of the probationary period.
• 7 paid sick days upon successful completion of the probationary period
• Unpaid Cultural leaves as outlined in https://www.canada.ca/en/services/jobs/workplace/federal-labour-standards/leaves.html#h2.8
• Ongoing home office stipend $40/bi-weekly.
• Extended health insurance benefits after the 3 month probation period as well as a $1000.00 annual spending allowance for health and wellness.
• Employees are required to have access to an adequate internet connection and a workspace where the candidate is able to participate in video conferencing and online facilitation.

Understanding that internet quality can be a challenge in remote areas, IPAC is committed to working with employees to compensate for costs associated with securing an adequate internet connection.

• If necessary, computer equipment will be provided.
• Due to the nature of meetings and events, occasional weekends and evening hours will be required.
• All staff are required to attend and work at our IPAC Annual Mentorship Gathering and AGM each summer. The 2026 IPAC Annual Mentorship Gathering and AGM will be at NOSM University June 4-7, 2026. Travel expenses are paid by IPAC.
• All staff are required to attend our annual Board and Staff in person which will take place October 14-19, 2026. Travel expenses are paid by IPAC.

Work Environment

• An opportunity to work in an environment that values Indigenous ways of knowing, learning, and doing.
• A supportive work environment that is committed to your success and development.
• IPAC is a national organization, working across all time zones, with all staff currently working from home.
• You’ll be joining a team of four staff members who virtually collaborate regularly.

The Application Process

All candidates are asked to fill out this form, instead of a cover letter. The form will also ask you to upload your resume in a PDF format. Note that you cannot edit your responses after they have been submitted. If you have any problems with the form or have questions about this position, please contact kayla.knelsen@ipacamic.ca

We will be reviewing applications and conducting interviews on a rolling basis, so anyone interested in the position is encouraged to apply early. Applicants selected for an interview will be contacted within two weeks of their applications. This posting will close on August 29, 2025.

Once the position has been filled, we will close the application form. We are thankful for all applications, and will only be contacting candidates invited for an interview. Given the mission and nature of the activities of IPAC, First Nations, Inuit and Métis applicants will be given priority.