Department Assistant, VHH

SIIT; Saskatoon; On-site; CAD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a Department Assistant to provide essential administrative support. This role involves coordinating office logistics, managing sensitive information, and maintaining effective communication with internal and external stakeholders. The ideal candidate will thrive in a fast-paced environment, demonstrating flexibility and attention to detail while contributing to the overall success of the department. Join a forward-thinking institution that values your contributions and offers opportunities for professional growth while making a significant impact on Saskatchewan's economic future.

Qualifications

• Completion of a business certificate or diploma with 2+ years of admin experience.
• Proficiency in Microsoft Office Suite and data management software.

Responsibilities

• Provide administrative support and coordinate office logistics.
• Maintain filing systems and manage departmental inventory.

Skills

Effective Communication

Attention to Detail

Teamwork

Client Focus

Flexible and Adaptable

Education

Business Certificate or Diploma

Tools

Microsoft Office Suite

Data Management Software

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 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 Department Assistant focuses on general office and administration support 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 Department Assistant is accountable for coordination and administrative support functions as well as establishing, maintaining, and overseeing effective administrative processes in their respective department, consistent with SIIT standards and protocols.

Specific Accountabilities

The incumbent provides administrative functions and works in a fast-paced environment with constantly changing demands and priorities. There is a requirement to be discreet in handling sensitive and confidential information, as well as organized, thorough, and conscientious to ensure high-quality work. The work has department-wide impact and involves coordination with internal and external stakeholders in managing responsibilities and projects of a department-wide scope. This position provides additional support as required and includes the following broad range of accountabilities:

Administrative Support & Office Coordination

1. Extensive knowledge of the functions, purposes and programs of SIIT to answer and direct routine inquiries and promptly respond to inquiries as required.
2. Provide professional administrative assistance to your direct supervisor and to employees in your department in order to support the accomplishment of business activities.
3. 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.
4. 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.
5. Process faculty and administration expenses, as well as attendance forms for signature, filing and distributing where appropriate or as assigned.
6. 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.
7. Maintain the filing systems of the department and supervisor.
8. Manage and maintain inventory of assets within the department.
9. Carry out quality control of data entry.
10. Purchase order coordination: distribution to vendors, creation of purchase orders, appropriate coding, and ensuring established procedures are followed.
11. Purchase and maintain adequate supply levels as required in department.
12. Update and maintain procedure and guideline manuals.
13. Create and maintain efficient and detailed electronic and paper file management processes.
14. Provide back up to front desk reception, while operating a multiline switchboard and transferring calls where appropriate, taking messages as required, as approved by their immediate Supervisor.
15. Maintain regular communication with other SIIT Administration to ensure consistency in communications, SIIT practices and procedures.

Special Projects

1. Coordinate and track payments, invoices, and training assessments.
2. Assist supervisor with tracking of the budget as it relates to payments and invoices.
3. Assist in the coordination of training and event logistics such as materials, equipment (including A/V), on-site production, set up/take down, and other event requirements.
4. Procurement of goods and services for training and events, while ensuring the completion of established procedures are followed.
5. Create and maintain databases, forms, tracking systems to support department outcomes with an advanced understanding of the expected results.
6. Edit and proofread general correspondence; edit presentations and reports as required.
7. Review, prepare and issue documents, tables and reports for supervisor and in support of operations.
8. Update, maintain and contribute to the development and maintenance of an effective process and procedure manual.
9. Provide administrative coordination for special projects including negotiate venue contracts and booking of appropriate space or follow up with clients, as assigned.
10. Maintain professional relationships with clients, suppliers, and business vendors by responding to inquiries; ensure timely flow of information at all stages of the logistical planning process, prioritizing tasks and follow up.
11. Respond to logistical related inquiries, during and after hours, referring to the appropriate person responsible, when applicable.
12. Identify opportunities to collaborate with other departments.
13. Develop and maintain positive working and problem-solving relationships with all clients and stakeholders.
14. Contribute to SIIT's strategic effectiveness by participating on internal and external committees, as requested by supervisor.

Required Qualifications and Experience

Successful completion of a business certificate or diploma, combined with at least two years of relevant administrative office experience. Good understanding of executive administrative processes and procedures coupled with a proven proficiency with a variety of software programs in the Microsoft Office Suite (particularly Excel, Word and Access) and other data management software; a minimum typing speed of 60 wpm is required. An equivalent combination of education and experience may be considered. Knowledge of First Nations cultures and organizations would be an asset. Candidate must have a valid driver's license and reliable transportation as travel may be required.

Required Competencies: In 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, Attention to Detail, Teamwork.

Full-Time Term Position: Dates of Contract are to be determined.