Strategic Operations Coordinator

1 week ago

Saskatchewan, Canada Saskatchewan Polytechnic Full time

Key Responsibilities and Qualifications

The Administrative Business Analyst plays a crucial role as a liaison between the Office of the Associate Vice-President and internal and external stakeholders, facilitating information sharing and resource distribution.

With a deep understanding of Saskatchewan Polytechnic's institutional, divisional, academic, and administrative structures, including lines of authority, communication, and reporting, this position leads initiatives related to innovation process improvement and effective communication.

The incumbent will facilitate conversations with teams and leaders, listen to and understand administrative business requirements, research opportunities for improving and advancing administrative services within the Human Resources division.

This position requires a keen listener who can synthesize disparate issues into logical solutions and lead where others may not see opportunities for change.

The ability to think critically and communicate effectively is essential for this role.

The Administrative Business Analyst travels as required to all Saskatchewan Polytechnic locations across the province.

Core Responsibilities

  1. Administrative Process Review Management
    • Identify and assess existing administrative process workflows and support for the Human Resources division
    • Research and identify process efficiencies and/or technologies to best support and decrease the effort required for administrative tasks
    • Plan, lead, and/or participate in projects and initiatives with a focus on service experience or process improvements
    • Lead and write content related to business cases that align with HR division administrative priorities
    • Present findings and recommendations to the Human Resources Leadership Team
    • Lead the implementation of approved changes
  2. Administrative Management
    • Manage and coordinate the day-to-day operational administration and support for the associate vice-president's office
    • Manage the office of the associate vice-president's frontline contact with various stakeholders and coordinate calendar scheduling to ensure appropriate time management
    • Summarize the needs of parties requesting time and gather necessary material to ensure the associate vice-president is adequately prepared for meetings
    • Manage the development and coordination of all meetings, including agendas, materials, invitations, and response lists, and minute preparation as required
    • Assist with the collection, integration, and dissemination of the Saskatchewan Polytechnic operating and capital budget submissions and related multi-year business plan
    • Manage and coordinate file and electronic information and retention systems for the division
    • Communicate institutional policies and procedures within the division
    • Manage the information flow of notes and materials resulting from meetings and organize these materials, coordinating scheduling of time and appointments to accomplish goals set in meetings
  3. Client Service
    • Guide inquiries received into the AVP's office and gather or redirect support to other HR areas to align client services to meet organizational business requirements
    • Examine HR's use of communication tools and technology to support our service to clients
    • Review common communication channels, such as SharePoint, website, and technology solutions, to ensure up-to-date, accurate, and relevant information is provided to clients
    • Continually look for ways to improve communications and reduce the complexity of information provided to clients
    • Review technology enhancements or opportunities with an eye to improving the HR service to clients on a regular basis
    • Provide internal support to HR teams where technology or client service can be improved
    • Partner with those teams to bring optimized services to clients
  4. Relationship Management
    • Build and maintain effective relationships among the office of the associate vice-president and the offices of other senior managers to ensure sharing of information
    • Establish and maintain effective interaction and relationships with ITS and Learning Technologies in the identification of administrative technologies and their implementation
    • Provide administrative direction, guidance, and orientation for new staff as required
    • Provide effective interaction with various external stakeholders, including government representatives and agencies, other educational institutions, business and industry, and the public

Required Qualifications, Skills, and Abilities

A post-secondary diploma from a recognized business course and a minimum of five years' experience in an administrative support position with increasingly senior roles are required.

A high level of computer literacy and willingness to source and learn new programs that support administrative processes are essential.

Experience mapping processes is desired, as is experience at a large publicly funded institution with a dynamic, fast-paced, multi-dimensional environment.

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