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Office Administrator, Trades and Industrial

3 months ago

Saskatoon Saskatchewan FK, CA SIIT Full time

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 certificates and diplomas. SIIT welcomes over 2400 students into our urban and community programs annually as well as serving over 6000 clients through 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 and reports to a direct supervisor. This position will 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. This position will be responsible for a variety of administrative and support functions in order to support the delivery of programs throughout the province.

As the first point of contact, this position is responsible for providing reception, clerical and administrative support while maintaining a high degree of accuracy and careful handling of confidential and sensitive information. The incumbent will maintain office systems, supplies, mail procedures, databases, and maintain a record of faculty and administration attendance on a daily basis 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 accountability:


Specific 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 assistance to your direct supervisor and to employees in your department in order to support the accomplishment of business activities.
  • Coordinate all logistics of meeting requests including booking rooms, setup and takedown of technology requirements, catering and refreshment requirements; as well as travel and accommodation requirements as needed.
  • 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.
  • Process faculty and administration expenses, as well as attendance forms for signature, filing, and distributing where appropriate or as assigned.
  • Handle and process documents with confidentiality and compliance while exercising best practices 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.
  • Carry out quality control of data entry.
  • 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 the department.
  • Create and maintain efficient and detailed electronic and paper file management processes.
  • Provide support and back-up coverage to departments and other Administrative Assistants during periods of high workload, absences, as requested, and as approved by their immediate Supervisor.
  • Provide backup to front desk reception, while operating a multiline switchboard and transferring calls where appropriate, taking messages as required, as approved by immediate Supervisor.
  • Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
  • Maintain regular communication with other SIIT Administration to ensure consistency in communications, SIIT practices, and procedures.
  • Provide administrative support on special projects where required.

Client Focus & Program Support

  • 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 the supervisor and in support of operations.
  • Update, maintain and contribute to the development and maintenance of an effective process and procedure manual.
  • Update and maintain procedure and guideline manuals and assist in establishing office standards and procedures; measuring results against standards and making necessary adjustments.
  • Assist with student, faculty, administration, and stakeholder inquiries to be directed to the appropriate department personnel and other departments.
  • Keep current with respect to assigned SIIT program areas and each program's entrance criteria and required qualifications.
  • Refer learner applicants to internal or external resources as required.
  • Purchase and manage curriculum materials as required.
  • Assist in ensuring classroom resources are in place, in addition to assisting with the setup and takedown of classrooms.
  • Track, analyze and follow up on student attendance records and progress.
  • Coordinate student registration; maintain records for progress in the program.
  • Plan and execute special events in relation to the academic programs on and off site as appropriate.
  • Plan activities and initiatives to assist in the development of student engagement with the academic programs.
  • Collect and analyze data; create in-depth qualitative and quantitative reports as required.
  • Maintain apprentice files with updated correspondence from Saskatchewan Apprenticeship and Trade Certification Commission (SATCC) on a daily basis.
  • Keep up-to-date records on SIIT apprentices, including name, trade, employer, and current contact information.
  • Prepare modules, exams, and grade collector along with attendance sheets for each delivery of apprenticeship programs.
  • Contact SIIT apprentices to confirm training seats both at SIIT and at SK Polytechnic.
  • Communicate with Trades and Industrial staff province-wide on a regular basis to ensure our apprentices are informed of their current status.
  • Coordinate annual SATCC Apprenticeship Awards event.
  • Assist with annual Joint Training Committee (JTC) report to SATCC.
  • Assist the JTC Program Officer with overseeing the online SATCC-MyATC platform by inputting data for apprentices and maintaining the SIIT/MyATC infrastructure built to accommodate the SATCC platform.
  • Maintain current lists of SIIT Industry Partners for reporting purposes.
  • Create and administer JTC Microsoft Projects for training programming on a yearly basis for the department.
  • Contribute to SIIT's strategic effectiveness by participating on internal and external committees, as requested by supervisor.

Required Qualifications and Experience: Successful completion of a business certificate or diploma, combined with at least two years of relevant administrative office experience. Good understanding of administrative processes and procedures coupled with a proven proficiency with a variety of software programs in the Microsoft Office Suite (particularly Excel, Word, and Access) and other data management software; a minimum typing speed of 60 wpm is required. Must be prompt, reliable, and exhibit excellent oral and written communication skills, coupled with a high level of confidentiality. An equivalent combination of education and experience may be considered. Knowledge of First Nations cultures and organizations would be an asset. Candidate must have a valid driver's license and reliable transportation as travel may be required.

Required Competencies: In addition to education and years of experience, the following performance competencies are considered essential for this position: Flexible and Adaptable, Effective Communication, Relationship Building, Results Oriented, Client Focus, Attention to Detail, Teamwork.

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