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Office Administrator, Strategic Projects
2 months ago
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.
The Oẏateki Partnership team is committed to achieving the goal of directly and positively impacting First Nations and Métis youth throughout their education, training, and into meaningful employment. We are seeking a talented team member who is inspired by challenge, innovation, and positivity
Nature and Scope
The Office Administrator focuses on providing high-level, confidential administrative support of a large-scale, strategic multi-year project specific to the Oẏateki partnership agreement, which involves three post-secondary education institutions in Saskatchewan. This position will positively promote and create an environment that demonstrates alignment with the vision, mission, and values of Oẏateki partnership organizations - Gabriel Dumont Institute, Saskatchewan Indian Institute of Technologies, and University of Saskatchewan.
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 promptly and professionally. The incumbent is responsible for organizing and coordinating Oẏateki Central Office operations and procedures in order to ensure organizational effectiveness and efficiency.
This position will maintain all office procedures, including inventory of assets and office supplies. The incumbent will maintain office systems, supplies, mail procedures, and company databases while ensuring compliance with administrative procedures, including records management, destruction, and file maintenance. This position provides additional support as required and includes the following broad range of accountabilities:
Specific Accountabilities
Administrative Support & Office Coordination
- Answer the phone in accordance with SIIT standards; transfer calls where appropriate and take messages as required.
- Management of the front office, which includes being responsible for opening and closing the office by following applicable procedures; as well as maintain a clean atmosphere of main floor area, lunch room and front reception at all times, including program brochures, employee forms, and daily papers.
- Receive, sort, and send mail, courier packages, and faxes.
- Provide professional administrative support to the department to support the accomplishment of the Oẏateki Partnership objectives.
- Coordinate all logistics of meeting requests, including booking rooms, set up and take down of technology requirements, catering 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.
- Process Oẏateki Central Office expenses and 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 retention and destruction, and file maintenance - physical and electronic.
- Create and maintain efficient and detailed electronic and paper file management processes for the department and supervisor.
- 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.
- 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.
- Maintain regular communication with other administrative staff to ensure consistency in communications, practices, and procedures.
Client Focus
- Extensive knowledge of the functions, purposes, and programs of the Oẏateki Partnership to answer and direct routine inquiries and promptly respond to inquiries.
- Determine nature of visitors' business and provide appropriate information or direct them to the appropriate personnel.
- Maintain a calendar of events for the department, including supporting individual calendars, to ensure clear communication and transparency of schedules.
Department Initiatives
- Edit and proofread general correspondence, presentations, and reports as required.
- Review, prepare, and issue documents and reports for supervisor and in support of operations.
- Update and maintain procedure and guideline manuals and assist in establishing office standards and procedures.
- Provide support on projects and events where required.
- In collaboration with Oẏateki leadership, draft and send effective communications on behalf of the department as requested.
- Proofread and edit all correspondence before it is sent to ensure proper grammar, spelling, and alignment of text.
- Assist with the creation of presentations as required.
- Create forms or documents as requested for partner-wide usage.
- Contribute to Oẏateki Partnership'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 high-level administrative experience. An equivalent of education and experience may be considered. Good understanding of executive administrative processes and procedures, coupled with a proven proficiency working with a variety of software programs in Microsoft Office Suite (particularly Excel, Word, and Access) and other data management software is required. 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 and Adaptable, Effective Communication, Relationship Building, Results Oriented, Client Focus, Teamwork, Attention to Detail, Initiative.
