Program Assistant – Edmonton, AB
Location: Edmonton, AB
Closing Date: Until Suitable Candidate Found
Position Status: Full Time (40 hours/week), One Year Contract (with possibility of extension)
The Organization
Rupertsland Institute (RLI) is an affiliate of the Otipemisiwak Métis Government and has a triple mandate in education, training, and research. With a decentralized network of 9 METI-Service Centres, a Corporate Head Office in Edmonton, and two mobile service units; RLI designs and delivers training and education services to more than 140,000 Alberta Métis.
The RLI Vision is: “A Skilled and Knowledgeable, Self-Reliant Métis Nation.”
The RLI Mission is: “To enhance the self-sufficiency and well-being of Alberta Métis through quality education, training, and research.”
For more information about RLI and its services and programs, visit us at www.rupertsland.org
The Opportunity
Rupertsland Institute is seeking a Program Assistant to join our Métis Training and Employment (MTE) team in Edmonton. Reporting to the Regional Manager, this position plays a key administrative and operational support role. The Program Assistant is responsible for reviewing client contracts, entering data into the Financial Data Management (FDM) system, organizing project files, and supporting accurate financial and program documentation. The successful candidate will be detail-oriented, highly organized, and efficient, with strong time management skills and a commitment to supporting program delivery through accurate and timely administrative processes. This position is ideal for candidates who enjoy working with data and contracts and are passionate about helping others succeed.
Key Responsibilities:
Review and validate client contracts and applications to ensure accuracy, eligibility, and completeness.
Enter and manage client and financial data (e.g., tuition fees, income support, reimbursements, refunds) into the Financial Data Management (FDM) system, ensuring accuracy, consistency, and compliance with MTE policies.
Organize and maintain digital and paper-based filing systems for client and project records; purge/archive files as per MTE procedures.
Prepare amendments, and contract documents; track contract status and ensure alignment with FDM data.
Create and maintain copies of project files, Targeted Wage Subsidy, and summer student contract files.
Process invoices for tuition, books, and fees; input payment amounts into FDM, upload documentation, and send invoices to the appropriate region.
Support Regional Managers and the Associate Director by preparing documentation, determining client entitlements, and providing accurate and timely administrative assistance.
Prepare and send mail/fax/email communications to institutions, clients, and internal stakeholders; manage the MTE email account.
Maintain up-to-date manuals, service logs, mobile operator logs, and training/hour records; print and distribute contract-related materials.
Maintain institution invoices sent to the MTE email account.
Utilize bug tracking tools and report system issues; recommend updates to FDM templates to improve user experience and regional efficiency.
Attend managers’ meetings, take minutes, and maintain accurate records and follow-up actions, as required.
Assist with general office support including phones, visitor inquiries, document organization, and reception coverage.
Establish and maintain positive working relationships with staff, clients, and community partners.
Determine client’s entitlement when setting up payments in FDM according to MTE policy and procedure as required.
Other duties as required or assigned.
Skills and Competencies:
Strong attention to detail and commitment to data accuracy.
Excellent organizational, time management, and multi-tasking skills.
Strong communication skills with excellent verbal, written, and listening abilities to effectively document and provide information to clients, staff, and external agencies.
Excellent interpersonal skills with the ability to build rapport, assess non-verbal cues, and create a safe and comfortable environment for clients.
Ability to manage administrative tasks in a fast-paced, high-volume environment.
Ability to work independently and collaboratively in a fast-paced environment with minimal supervision.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Explorer) and willingness to learn new software programs.
Strong mathematic aptitude or financial knowledge.
Knowledge of privacy legislation (FOIP, PIPA) and commitment to confidentiality and ethical standards.
Cultural sensitivity and awareness, including an understanding of Métis culture and social, economic, and employment barriers faced by Indigenous individuals.
Qualifications:
Diploma or certificate in Office, Business Administration, or related field is preferred. Relevant experience or training will be considered.
Three (3) years of related experience preferred.
Proficient in Office software including Excel, Word, Outlook and Explorer.
Knowledge of education programs/institutions and community resources providing support to clients with barriers.
Experience or exposure networking with industry, employers and community partners.
Experience in non-profit or Indigenous organizations is an asset.
Other Requirements:
Ability to work a regular schedule of 8:30am-4:30pm Monday to Friday.
Ability to work evenings and weekends, as required.
Ability to travel throughout Alberta, as required.
Valid driver’s license and reliable transportation.
Submission of a clear Vulnerable Sector Police Information Check.
Rupertsland Institute (RLI) Offers:
A competitive salary with comprehensive benefits plan including life insurance, critical illness, health spending & more!
An opportunity to learn about Métis culture, history, and art.
Generous flex days and vacation time.
Meaningful work in a fun and supportive work environment.
Professional development and learning opportunities.
Other perks!
Apply online at https://www.rupertsland.org/work-with-rli/.
Métis applicants are encouraged to apply.
Rupertsland Institute 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.
