Office Administrator, Student Supports & Admissions

Established in 1976 the Saskatchewan Indian Institute of Technologies (SIIT) is a First Nation governed post-secondary institution. Recognized under provincial legislation the institute has been conferred authority to grant certificate and diplomas. SIIT welcomes over 2400 students into our urban and community programs annually as well as services over 6000 clients in our nine Career Centres across the province. The Saskatchewan Indian Institute of Technologies is playing a significant role in Saskatchewan's economic future. You can contribute to that success while building your career.

Nature and Scope

The Office Administrator focuses on providing high level administrative support in order to carry out the day-to-day functions in their particular department. As an employee of SIIT, positively promote and create an environment that demonstrates SIIT's vision, mission and mandate.

General Accountability

The Office Administrator is the first point of contact for internal and external clients. This position supports a wide variety of company administrative operations in a prompt and professional manner. The incumbent is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.

Specific Accountabilities

The incumbent will maintain office systems, supplies, company data bases, and mail procedures, while ensuring compliance with administrative procedures including records management, records destruction and file maintenance. This position provides additional support as required and includes the following broad range of accountabilities:

Administrative Support & Office Coordination

• Extensive knowledge of the functions, purposes and programs of SIIT to answer and direct routine inquiries and promptly respond to inquiries as required
• Provide professional administrative support to direct supervisor, as well as back up coverage in order to support the accomplishment of department objectives
• Support with data entry and processing related to scholarships, awards, and bursary disbursement
• Coordinate all logistics of meeting requests including booking rooms, set up and take down of technology requirements, catering and refreshment requirements; as well as travel and accommodation requirements as required
• Provide administrative support for department meetings, committees, and or working groups as assigned, including preparation for technical support; preparation of agenda, minute taking and minute distribution
• Provide administrative support to committees and/or working groups as assigned including preparation of agenda, minute taking and minute distribution
• Process faculty and administration expenses, filing and distributing where appropriate or as assigned
• Handle and process documents with confidentiality and compliance while exercising best practice with administrative procedures: records management, records destruction and file maintenance - physical and electronic as well as the retention and destruction of documents
• Maintain the filing systems of the department and supervisor
• Manage and maintain inventory of assets within the department
• Create and maintain efficient and detailed electronic and paper file management processes
• Purchase Order coordination: distribution to vendors, creation of purchase orders, appropriate coding, and ensuring established procedures are followed
• Purchase and maintain adequate supply levels as required in department
• Carry out quality control of data entry
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
• Assist in the coordination and administration of training programs under the direction of the supervisor or otherwise directed
• In collaboration with the supervisor, assign and monitor clerical and administrative functions of administrative staff
• Provide back up support to immediate supervisor and the department's functions
• Provide support and back-up coverage to departments and other Administrative Assistants during periods of high workload, absences, and as requested
• Provide back up to front desk reception, while operating a multiline switchboard and transferring calls where appropriate, taking messages as required
• Maintain regular communication with other SIIT Administrative Staff to ensure consistency in communications, SIIT practices and procedures
• Additional support as required
  
  

Client Focus

• Provide support to clients by guiding them through forms, applications, and related administrative processes.
• Assist in coordinating and maintaining case files to ensure accurate documentation and smooth case management.
  
  

Special Projects

• Demonstrate a basic working knowledge of WordPress, including content updates, page formatting, and simple site maintenance tasks.
• Create and maintain databases to support unit outcomes with an advanced understanding of the expected results
• Edit and proofread general correspondence; edit presentations and reports as required
• Review, prepare and issue documents, tables and reports for supervisor and in support of operations
• Support payment and processing of bursary and award payments
• Working knowledge of CRM Recruit and routing of information and referrals as needed
• Assist with the creation of presentations as required
• Update and maintain procedure and guideline manuals and assist in establishing office standards and procedures; measuring results against standards and making necessary adjustments
• Provide support in the coordination of training programs
• Contribute to SIIT's strategic effectiveness by representing and participating on internal and external committees, as required
  
  

Required Qualifications and Experience: Successful completion of a business-related certificate or diploma, combined with a minimum of three years of administrative office experience. Previous experience as an office coordinator/administrative manager or similar position is an asset. Good understanding of executive administrative processes and procedures coupled with a proven proficiency with a variety of software programs in Microsoft Office Suite (particularly SharePoint, Excel, Power BI, and Word) and other data management software; a minimum typing speed of 60 wpm is required. An equivalent of education and experience may be considered. Knowledge of First Nations culture and organizations would be an asset. Candidate must have a valid driver's license and reliable transportation as travel may be required.

Required Competencies: Flexible & Adaptable; Effective Communication; Relationship Building; Results Oriented; Client Focus; Attention to Detail; Teamwork; Initiative.