Office Administrator - Jobs in Regina

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 nine Career Centres across the province. The Saskatchewan Indian Institute of Technologies is playing a significant role in Saskatchewan #39;s economic future. You can contribute to that success while building your career. Nature and ScopeThe Office Administrator focuses on providing high level administrative support in order to carry out the day-to-day functions in their particular department and reports to a direct supervisor. This position will positively promote and create an environment that demonstrates SIIT #39;s vision, mission, and mandate.General AccountabilityThe Office Administrator is the first point of contact for internal and external clients. This position supports a wide variety of company 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. This position will also play a key role in the initial intake and registration of new learner applicants at SIIT.Specific AccountabilitiesAs 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. The incumbent will maintain office systems, supplies, mail procedures, company data bases and, maintain a record of faculty and administration attendance on a daily basis 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 accountability:Administrative Supportamp; Office Coordination

• Extensive knowledge of the functions, purposes and programs of SIIT to answer and direct routine inquiries and promptly respond to inquiries as required
• Greet and interact with clients and visitors in a timely, professional and pleasant manner; coupled with determining the nature of visitors #39; 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
• 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 of agenda, minute taking and minute distribution
• Process faculty and administration expenses, as well as attendance forms for signature, filing and distributing where appropriate or as assigned
• 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
• Maintain the filing systems of the department
• Manage and maintain inventory of assets within the department
• Create and maintain efficient and detailed electronic and paper file management processes
• Purchase Order coordination: distribution to vendors, creation of purchase orders, appropriate coding, and ensuring established procedures are followed
• Purchase and maintain adequate supply levels as required in department
• Carry out quality control of data entry
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
• Maintain regular communication with other SIIT Administrative Staff to ensure consistency in communications, SIIT practices and procedures

Client Focusamp; Admissions Support

• Assist with student, faculty and administration, and stakeholder inquiries to be directed to the appropriate Student Services personnel and other departments
• Advise and follow up with applicants who are seeking appropriate internal support services and/or sponsorships for program funding
• Keep current with respect to assigned SIIT program areas and each program #39;s entrance criteria and required qualifications
• Refer learner applicants to internal or external resources as required
• Create and maintain databases to support department outcomes with an advanced understanding of the expected results
• Edit and proofread general correspondence; edit presentations and reports as required
• Assist with the creation, planning and roll out of presentations, events and special projects
• Update and maintain procedure and guideline manuals and assist in establishing office standards and procedures; measuring results against standards and making necessary adjustments
• Provide administrative support on special projects where required
• Contribute to SIIT #39;s strategic effectiveness by representing and participating on internal and external committees, as required
• Manage and administer the combination locks and lockers at the Regina campus

Required Qualifications and Experience: Successful completion of a business related certificate or diploma, combined with a minimum of three years of administrative office experience. Previous experience as an office coordinator/administrative manager or similar position is an asset. 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 and Access) 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 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 #39;s license and reliable transportation as travel may be required.Required Competencies: Flexibleamp; Adaptable; Effective Communication; Relationship Building; Results Oriented; Client Focus; Attention to Detail; Teamwork