Office Administrator
1 month 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.
**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, data bases 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 inquires 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, 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
- 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 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
- 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 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 back up 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 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
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