Office Administrator

5 months ago

Regina, Canada 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 certificate and diplomas. SIIT welcomes over 2400 students into our urban and community programs annually as well as services over 6000 clients in our eight 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 Office Administrator is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. This position will positively promote and create an environment that demonstrates SIIT's vision, mission, and mandate. The incumbent will maintain office systems, supplies, mail procedures, company data bases and, maintain a record of staff attendance on a daily basis while ensuring compliance with administrative procedures including records management, records destruction and file maintenance. These include the following broad range of accountabilities:

- ** Administrative Support & Office Coordination**
- Answering the phone, screen, direct calls and takes accurate messages in a professional manner. This includes having extensive knowledge of the functions, purposes and programs of SIIT to answer and direct routine inquires appropriately
- Provide professional administrative support to direct supervisor, as well as back up coverage to other units in order to support the accomplishment of program objectives
- Coordinate travel arrangements, accommodations, meetings and events including booking of meeting rooms, meeting request notices, ordering meals, set up, clean up and A/V requirements
- Process staff expenses and staff attendance forms for signature, filing and distributing where appropriate for unit
- Provide administrative support to Department meetings, committees and/or working groups as assigned including preparation of agenda, minute taking and minute distribution
- Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement; maintain the filing systems of the Department and your supervisor
- Purchase Order coordination: distribution to vendors, creation of purchase orders, appropriate coding, and ensuring established procedures are followed
- ** Client Focus & Special Projects**
- Assist student, staff and stakeholder inquiries to be directed to the appropriate Learning Services personnel and other departments
- Manage and administer the production of all SIIT student cards
- Manage and administer the combination locks and lockers at the Saskatoon campus
- Edit and proofread general correspondence; edit presentations and reports as required
- Review, prepare and issue documents, tables and reports for Director and in support of the operations of the department

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

**Required Qualifications and Experience**:Successful completion of a business related certificate or diploma, combined with a minimum of four 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 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 confidentiality. An equivalent of education and experience may be considered. Knowledge of First Nations culture and organizations would be an asset.

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