Group 8: Administrative Secretary - Indigenous Education/equity Department (External)

School Board Whitby Durham District School Board


This is a 10 month position

Job Summary:

Under the direction of the Administrative Assistant to the Superintendent of Education/Equity and Inclusive Education and Indigenous Education/Oifficers/Facilitators, as assigned , assist in promoting and achieving the goals and objectives of the Equity Department and Indigenous Department by providing administrative and secretarial support as assigned. 

Major Duties:

1.Provide Administrative and Secretarial Support
-Provide administrative and secretarial support to Equity, and Inclusive Education Officer and Facilitator and he Indigenous Education Officer and Facilitator and Coach and other Facilitators as assigned.   This includes correspondence, certificates, reports, ordering of texts/resources, cheque requisitions and presentation materials.
-Maintain stockroom, ensuring that supplies are current, replenished and available as needed
-Record and transcribe minutes of meetings 
2.Record Budget  Items and Expenditures and Produce Budget Reports 

3.Organize Workshops
-Set up details of workshop on PD Place
-Create information flyers and e-mails
-Book rooms, order refreshments, obtain supply teaching event codes
-Accept and organize registrations via e-mail, telephone and PD Place
-Prepare sign-in sheets and ensure that room is set-up and ready to go on the date of training 
-Maintain records of attendance relating to mandatory workshops 
4.Correspond with Ministry and Government Agencies regarding Work on Curriculum

5.Provide Information via Telephone, E-mail and In Person
-Provide information to teachers, administrators and parents via telephone, e-mail and in person, about curriculum for the various subject areas pertaining to the assigned Facilitators
-Liaise with community partners/Elders for various events, workshops and presentations
-Arrange for accommodations for out of town guest speakers and community partners/Elders

6. Organize various summer camps for Equity and Indigenous Education and (large-scale project)

•       including creating and maintaining on-line registrations

•       communications with parents and staff

•       arranging for bus transportation over the summer, refreshments and supplies


7. Organize student conferences, including Women’s Empowerment Conference, Cypher Conference, Indigenous Student Empowerment Day and 100 Strong (large-scale project)

•       including creating and maintaining registrations

•       arranging for offsite venues

•       communications with parents and staff

•       arranging for bus transportation, refreshments and supplies

8.Perform such other duties as may be assigned by the Supervisor(s).


1.Secondary School Diploma with emphasis in job related areas of study and up to one year of related employment experience;  or an equivalent combination of formal education and related employment experience.
2.Proficiency in word processing and computer keyboarding skills, knowledge of desktop publishing and PD Place software. 
3.Proficiency in using the AS400 system, Outlook Express, Microsoft Office, Middleware (IPPS), Powerschool
4.Ability to multi-task and prioritize work so that concurrent projects can be completed in an efficient and timely manner.
5.Ability to communicate effectively with staff and the public.


The DDSB is committed to equity and inclusion in the recruitment and hiring of qualified staff who reflect the diversity of our region. We encourage submissions from candidates who represent the various dimensions of diversity. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.

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