Office Administrator, Finance

5 months ago

Saskatoon, 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 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 will be responsible for all processes and procedures related to contract management and document storage. The Office Administrator will also provide confidential administrative support for the day-to-day operations of SIIT in the Finance department. The Office Administrator will support financial operations and reporting functions to ensure proper procedures are followed and data is accessible. This position will positively promote and create an environment that demonstrates SIIT's vision, mission, and mandate.

**General Accountability**
The Office Administrator position will coordinate the creation, logging and signing of contracts by SIIT and its contracting partners, including follow-up to ensure prompt processing of all revenue, expense, service and lease agreements. In addition, the incumbent will provide a wide variety of support in administrative duties in a prompt and professional manner to the finance department.

**Specific Accountabilities**

The Office Administrator plays a key role in coordinating contractual arrangements with funders, landlords, contractors, suppliers, stakeholders and other third parties, as well as working with the Accounting Officers to ensure that payments, invoicing, reporting and other terms and conditions are met in a timely manner. The Office Administrator will establish and maintain office systems and databases, while ensuring compliance with administrative procedures including records management, records destruction, and file maintenance. The position has tight deadlines, competing priorities and the work environment requires constant monitoring, review, and approval of information to mitigate the risk of costly errors. This position provides additional support as required and includes the following broad range of accountabilities:
**_
Contract Management_**
- Prepare and process revenue agreements, expense contracts, service agreements, and facility leases, ensuring appropriate internal and external approval on each contract
- Maintain daily contract log for Finance department use
- Establish and update records of all correspondence related to contract activity and respond to general inquiries
- Monitor contract renewal dates and prepare for their replacement or renewal
- Build and maintain positive relationships with staff, customers, vendors, and business partners
- Develop and maintain an effective process and procedure manual that reflects best practice for contract management and communicate processes and procedures to all applicable SIIT employees.
- Evaluate and implement changes to contract management policies, procedures, and processes.
- Oversee the maintenance of records related to revenue agreements, expense contracts and facility leases
- Work closely with the applicable department leadership to implement and support Contract Management Software and an Electronic Document Management System

**_
Administrative Support & Document Management_**
- Handle and process documents with confidentiality and compliance while exercising best practice with administrative procedures: records management, records destruction, and file maintenance.
- Provide support to the Finance department and assist with requests to retrieve documents for internal and external stakeholders
- Assist with Purchase Order coordination and invoice approvals, including ensuring approval processes and established procedures are followed
- Assist with data entry during peak periods and ensure quality control in output of data
- Develop knowledge of the functions, purposes, procedures, and programs of SIIT to answer and direct routine inquiries and promptly respond to inquiries as required
- Additional support as required

**_
Compliance & Reporting_**
- Review, prepare, and issue documents and regular reports for management and as requested to support operations
- Maintain and provide reports on the status of contract submissions and contract fulfillment
- Investigate and deal with inquiries, explaining SIIT policy and process to internal and external clients when necessary
- Ensure compliance with external regulatory and legal requirements
- Create forms as requested for corporate wide usage based on SIIT standardized templates and collaborate with appropriate departments as required
- Provide administrative support on special projects where required

**R

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