Project Administrator – Registry

Project Administrator – Registry

Location: 11738 Kingsway NW, Edmonton, AB         

Closing Date: Until Suitable Candidate Found

Position Status: Full Time (40 hrs per week), Permanent         

The Otipemisiwak Métis Government is recruiting a Project Administrator to support the Registry team. Reporting to the Director of Métis Identification and Registry Systems, this position will be responsible for supporting the successful delivery of projects by providing comprehensive administrative and coordination support to projects within the Registry team. The successful candidate will ensure smooth project operations through effective documentation, scheduling, reporting, and communication. The Project Administrator supports projects from inception through to completion, helping to ensure timelines, deliverables, and documentation are aligned and well-managed. The Project Administrator must be detail-oriented and organized with an ability to thrive in a fast-paced, collaborative environment.

Key Responsibilities

Maintain and organize project documentation, ensuring records are accurate, up-to-date, and accessible.

Schedule and coordinate project meetings, prepare agendas, and take detailed meeting minutes.

Track project timelines, deliverables, and milestones, updating tracking tools and communicating status updates as needed.

Monitor action items, follow up with responsible parties, and update task trackers accordingly.

Prepare and support written communications including writing briefing notes, drafting proposals, reviewing incoming proposals, and compiling summary reports to inform project decision-making and stakeholder engagement.

Coordinate approvals and sign-offs for key project milestones or deliverables.

Compile and analyze data for project metrics and dashboards to support reporting and decision-making.

Assist in the development and standardization of project templates, tools, and administrative processes.

Support budget tracking by processing invoices, purchase orders, and expense reports in coordination with the finance team.

Assist in the preparation of presentations, progress reports, and internal communications.

Support change management efforts by preparing communication materials, tracking feedback, and organizing training sessions.

Communicate with internal departments and external stakeholders to ensure timely follow-ups and information sharing.

Identify and flag issues or delays to the project manager or relevant team members.

Support project teams in ensuring compliance with organizational policies, procedures, and project standards.

Other duties as required or assigned.

Skills & Competencies

Recognized strength in supporting teams and providing administrative and clerical support to add to organizational capacity.

Strong computer skills with the ability to adapt to new technology and software.

Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint).

Knowledge of basic project management principles is an asset.

Familiarity with Requisition/Purchase Order software systems is an asset.

Ability to produce professional documents, reports, and presentations.

Ability to effectively maintain filing systems, databases and tracking processes.

Superior written and verbal communication skills, including professional email etiquette.

Strong planning and organizational skills, with an ability to organize and prioritize daily tasks and long-term objectives.

Exceptional attention to detail, with a commitment to producing accurate and error-free work

Excellent interpersonal skills, with the ability to build strong relationships.

Ability to work independently as well as part of a team.

Flexible and adaptable, with an ability to switch between multiple priorities within a diverse and fast-paced environment.

Strong sense of ethics and the ability to maintain a high level of confidentiality in all interactions.

Political and cultural sensitivity.

Knowledge of Métis history, culture, and issues affecting Métis people. An in-depth understanding of the Otipemisiwak Métis Government and Métis culture is an asset.

Qualifications

Post-secondary education in business administration, project management, or a related field (or equivalent experience).

Minimum two (2) years of experience in a similar administrative role, preferably within a government, non-profit, or Indigenous organization.

Proficiency with project management software (e.g., MS Project, Smartsheet, Asana) is an asset.

Other Requirements

Position is based in Edmonton, AB; in-office presence is required.

Ability to work a regular schedule of Monday – Friday, 8:30 AM – 4:30 PM as well as occasional evenings and weekends, with notice.

Ability to travel throughout Alberta is a requirement.

Reliable transportation and a valid Class 5 driver’s license.

What We Offer

An opportunity to work for Otipemisiwak Métis Government under its newly ratified Constitution and be an instrumental part of the largest Indigenous Government in Canada as it rapidly grows and develops.

An opportunity to learn about Métis culture, history, and art.

Meaningful work in a fun and supportive work environment.

Training and professional development opportunities.

A comprehensive benefit package and employer contributions to Pension Plan.

Generous time off policies.

Métis applicants are encouraged to apply! Apply online at http://albertametis.com/careers/ .

The Otipemisiwak Métis Government thanks all applicants for their interest. Only applicants selected for an interview will be contacted. Please note that candidates who have been selected to move forward to the next stage of the recruitment process will receive an email to complete a short online one-way video interview. Should you have any concerns with completing the video interview, please reach out to Human Resources by responding to the email invitation. No phone calls please.