Office Administrator, Student Wellness Supports (Casual)

Saskatchewan Indian Institute of Technologies (SIIT); Saskatoon; On-site; CAD 45,000 - 60,000; Full time

Job summary

The Saskatchewan Indian Institute of Technologies (SIIT) is seeking an Office Administrator to provide confidential, high-level administrative support within the Student Wellness Supports department. You will be the first point of contact for students and will manage office operations, records, and communications aligned with SIIT’s mission.

Responsibilities include organizing meetings, coordinating travel, preparing agendas and minutes, and ensuring smooth workflow through effective clerical

Qualifications

• Successful completion of a business related certificate or diploma, with a minimum of three years of high level administrative experience.
• Good understanding of executive administrative processes and procedures. Proficiency with Microsoft Office Suite (Excel & Word) and data management software.
• Knowledge of First Nations culture and organizations would be an asset.

Responsibilities

• Provide high level administrative support to the Student Wellness Supports department and act as first point of contact for the program.
• Coordinate meeting logistics, room bookings, technology setup, catering, travel and accommodations.
• Prepare for meetings, take minutes, and distribute agendas and notes to participants.
• Maintain office procedures, inventory, filing and records management in compliance with policies.

Skills

Administrative support

Communication

Calendar management

File management

Education

Business certificate or diploma

Equivalent education/experience

Tools

Excel

Word

Microsoft Office

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 Office Administrator focuses on providing high level, confidential administrative support in order to carry out the day-to-day functions in the Student Wellness Supports department. This position will positively promote and create an environment that demonstrates SIIT's vision, mission, and mandate.

General Accountability

The Office Administrator is the first point of contact for students. This position supports a wide variety of institute administrative operations in a prompt and professional manner. The incumbent is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. In addition, the incumbent will assist with data tracking and compilation as it relates to the Kahkisiw Supports model involving all three institutional partnerships.

Specific Accountabilities

The Office Administrator will maintain all office procedures, including inventory of assets and office supplies. This position will ensure that the work carried out is compliant with administrative policies and procedures including records management, records destruction and file maintenance. This position provides additional support as required and includes the following broad range of accountabilities:

Administrative Support & Office Coordination

• Provide professional administrative support to the department, as well as, back up reception coverage in order to support the accomplishment of department objectives
• 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
• 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
• In collaboration with the supervisor, assign and monitor clerical and administrative functions of administrative staff
• Maintain regular communication with other SIIT Administrative Staff to ensure consistency in communications, SIIT practices and procedures

Student Focus

• Extensive knowledge of the functions, purposes, and overall values of Kahkisiw Supports model in order to respond and direct routine inquiries promptly to inquiries
• Determine nature of student requests and provide appropriate information or direct them to the appropriate team member
• Provide general information to students and screen calls for the department as necessary
• Maintain a calendar of events for the department, including supporting individual calendars, to ensure clear communication and transparency of schedules

Department Initiatives

• Efficiently coordinate and manage the flow of student requests
• Assist and supports key objectives pertaining to Kahkisiw Supports specifically with compilation of student surveys and barrier trends for reporting
• Draft and send effective communications to all staff on behalf of the department as requested
• Create forms as requested department usage
• Contribute to SIIT's strategic effectiveness by representing and participating on internal and external committees, as required

Required Qualifications and Experience:

Successful completion of a business related certificate or diploma, combined with a minimum of three years of high level administrative experience. An equivalent of education and experience may be considered. Good understanding of executive administrative processes and procedures coupled with a proven proficiency working with a variety of software programs in Microsoft Office Suite (particularly Excel and Word) and other data management software required. Knowledge of First Nations culture and organizations would be an asset.

Required Competencies:

Flexible and Adaptable, Effective Communication, Relationship Building, Results Oriented, Client Focus, Teamwork, Attention to Detail, Initiative