Office Administrator, Employment Development & Career Services

Job title:

Office Administrator, Employment Development & Career Services

Company

SIIT

Job description

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.Nature and ScopeThe Office Administrator focuses on providing high-level expertise and administrative support to carry out the Employment Development & Career Services (EDCS) department’s day-to-day functions. This position will positively promote and create an environment that demonstrates SIIT’s vision, mission, and mandate.General AccountabilityThe Office Administrator is responsible for a wide variety of administrative and technological support operations in a prompt and professional manner and supports data and systems management. The incumbent is responsible for organizing and coordinating department operations and procedures to ensure organizational effectiveness and efficiency.The incumbent will maintain systems, support and office procedures 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 accountabilities:Specific AccountabilitiesAdministrative Support & Office Coordination

• Answer the phone in a professional manner, identify the purpose of the call, and execute the appropriate course of action
• Receive, sort, and send mail, courier packages, and faxes
• Provide professional administrative support to direct supervisor and to employees in the department, as well as, backup coverage in order to support the accomplishment of department objectives
• Coordinate all logistics of meeting requests including booking rooms, setup and takedown of technology requirements, catering and refreshment requirements, as well as travel and accommodation requirements as requested
• 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
• Handle and process documents with confidentiality and compliance while exercising best practices with administrative procedures: records management, records destruction, and file maintenance – physical and electronic as well as the retention and destruction of documents
• Manage and maintain inventory of assets; purchase and maintain adequate supply levels as required in the department
• Create and maintain efficient and detailed electronic and paper file management processes
• Purchase Order coordination: create purchase orders, organize approval signatures, manage distribution to vendors, appropriate coding, and ensure established procedures are followed
• Purchase and maintain adequate supply levels as required in department
• Carry out quality control of data entry, and ensure accuracy in order to highlight results for the department
• Maintain regular communication with other SIIT Administrative Staff to ensure consistency in communications, SIIT practices and procedures
• Assist, attend and provide support with organizing engagement sessions, training, and other events/initiatives with communities, stakeholders, and partners
• Provide support and assistance to all areas within the department, including preparation of miscellaneous analysis and reports, administration, and review of documents

Client Focus & Case Management Support

• Extensive knowledge of the functions, purposes and programs of SIIT and Saskatchewan Indian Training Assessment Group, Inc. (SITAG) to answer and direct routine inquiries and promptly respond to inquiries
• Acts as first point of contact to answer inquiries and support stakeholders through a range of technical and administrative issues; forward complex inquiries to supervisor when necessary
• Network with SITAG employment agencies and provide support and follow-up as required
• Develop, promote, and maintain positive working relationships with the agencies of the SITAG network, and other stakeholders
• Support for department individuals’ calendars to ensure clear communication and transparency of schedules
• Conduct communications through a variety of modalities in a professional, efficient, timely, and collaborative manner to both internal and external partners
• Obtain and maintain security clearance to Service Canada’s Employment Insurance Benefit Information System
• Provide back up support in the Employment Insurance eligibility process
• Assist in data collection and reporting of case management information using appropriate resources as requested

Department Initiatives

• Draft, edit, format, and proofread general correspondence, presentations, and reports as required
• Review, prepare, and issue documents and tables for recurring and ad hoc reports to a variety of stakeholders
• Update and maintain procedure and guideline manuals and assist in establishing office standards and procedures; measuring results against standards and making necessary adjustments
• Prepare and maintain digital and printable forms as requested
• Assist with research as it relates to the improvement of projects, events and initiatives
• Provide support on department initiatives where required, enhance collaboration between the units of EDCS
• Present insights and recommendations to support the strategic vision and create operational efficiencies; mitigate risk and issues that may affect strategies and operations
• Contribute to SIIT’s strategic effectiveness by representing and participating on internal and external committees, as required

Technological & Data Resource

• Utilize, maintain, troubleshoot and test systems, software, and databases to support unit outcomes with an advanced understanding of the expected results
• Assist with the development and maintenance of website content
• Provide internal support services for all office equipment
• Contribute first-line technical support for minor technical issues for internal and external stakeholders, remotely and in-person; diagnose and troubleshoot technical problems; technical assistance for computer hardware, software and peripheral issues
• Collect, review, edit and organize data from various sources and perform detailed analysis of datasets to identify trends, patterns and insights
• Audit and verify the accuracy of data and content in databases
• Maintain data governance policies and procedures
• Create visual representations of data findings such as charts, graphs, and dashboards

Required Qualifications and ExperienceSuccessful completion of a business related certificate or diploma, combined with a minimum of three years of administrative office experience. 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, Outlook, and PowerPoint) 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 of confidentiality. An equivalent of education and experience may be considered. Knowledge of First Nations culture and organizations would be an asset. Candidate must have a valid driver’s license and reliable transportation.Required CompetenciesIn addition to education and years of experience, the following performance competencies are considered essential for this position. Flexible and Adaptable, Effective Communication, Relationship Building, Results Oriented, Client Focus, Teamwork, Attention to Detail, Initiative.

Expected salary

Location

Saskatchewan

Job date

Wed, 14 Aug 2024 22:53:33 GMT

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