Department Assistant, Aircraft Maintenance Engineering

3 weeks 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.

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. Reporting into the Program head; the Department Assistant plays a key support role in ensuring seamless business operations and professional presentation of the Institute. This position will positively promote and create an environment that demonstrates SIIT's vision, mission, and mandate.

This position provides additional support as required and includes the following broad range of accountabilities:

  • Extensive knowledge of the functions, purposes and programs of SIIT to answer and direct routine inquires and promptly respond to inquiries as required
  • Answer the phone in accordance with SIIT standards; transfer calls where appropriate and take messages as required
  • Greet and interact with clients and visitors in a timely, professional and pleasant manner; coupled with determining the nature of visitors' business and providing appropriate information
  • 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
  • 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
  • Update and maintain procedure and guideline manuals
  • Maintenance and tracking of staff attendance
  • Maintain the filing systems of the department
  • Carry out quality control of data processing in accordance with instructions from the Program Head
  • Receive, sort, and send mail, courier packages, and faxes
  • Purchase and maintain adequate supply levels as required such as general office and coffee supplies
  • Create and maintain efficient and detailed electronic and paper file management processes
  • Responsible for contacting repair and client support services for all office equipment
  • Accountable for the upkeep and visual display of program brochures, employee request forms and daily papers
  • Maintain regular communication with other SIIT Administrative Staff to ensure consistency in communications, SIIT practices and procedures
  • Maintain student files and prepare them for long term storage as per the training control manual.


Required Qualifications and Experience: Successful completion of a business certificate or diploma, combined with one year of relevant reception and administrative experience. Prior experience working with Microsoft office suite of programs is required with a minimum typing speed of 55 60 wpm. Must be prompt, reliable, and exhibit excellent oral and written communication skills, coupled with a high level of confidentiality. An equivalent combination of education and experience may be considered. Knowledge of First Nations cultures and organizations would be an asset. Incumbent must have a valid driver's license and reliable transportation.


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

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