Office Administrator, Registrar - Jobs in Saskatoon, Saskatchewan, S7K 4K3

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 #39;s economic future. You can contribute to that success while building your career.Nature and ScopeThe Registrar Services Office Administrator focuses on providing high level administrative support in order to carry out the day-to-day functions in the Office of the Registrar. This position will positively promote and create an environment that demonstrates SIIT #39;s vision, mission, and mandate.General AccountabilityThe position is the first point of contact for current and former students, and staff. This position supports a broad spectrum of administrative operations in the Office of the Registrar to support institution effectiveness and efficiency. The incumbent is responsible for organizing and coordinating Registrar department functions and procedures.The Registrar Services Office Administrator is responsible for maintaining all systems and procedures within the Office of the Registrar (OTR) to ensure high-quality student services. This role ensures compliance with academic and tuition policies, program requirements, and privacy guidelines. The position also ensures the accuracy of student data, records, and entry/exit information, while conducting quality control. A high level of confidentiality and integrity is required in records management, archiving, and maintenance. Additionally, the position provides support as needed and includes the following key responsibilities:Specific AccountabilitiesDepartment Initiatives

• Process student program change requests in collaboration with finance and admissions to support a broad range of program models and course offerings
• Keep current with respect to academic year SIIT program offerings, credits and credential, graduation/completion requirements, and grade point average
• Follow the OTR schedule of key activities and update accordingly with new processes and initiatives
• Ensure a continuous flow of information between the Student Information and Learning Management System
• Ensure program and student data is entered accurately and updated in a timely manner to support continuous institutional reporting requirements and requests
• Proofread correspondence for currency, correctness, proper grammar, spelling, alignment of text and edit accordingly
• Contribute to SIIT #39;s strategic effectiveness by representing and participating on internal and external committees, as required

Student Focus

• Respond to all student inquiries via email, in-person, and over the phone
• Support the processes and notifications to relevant internal departments regarding student and program changes
• Have extensive knowledge of the functions, purposes, and programs of SIIT to respond to student inquiries and redirect as necessary
• Process and facilitate student document requests such as transfer credit, transcripts, parchment reprints, confirmation of enrolment, etc.
• Prepare and distribute student documents in accordance with academic and tuition guidelines, using platforms such as the SIS, DocuSign and myCreds
• Assist the Associate Registrar with the verification of program information for student loan applicants and update the electronic student loans portal
• Assist the Associate Registrar with the preparation of correspondence to students regarding their loans and grants noting any deductions and outstanding amounts, where applicable
• Provide support to Finance Department student accounts including tuition and document payments using a variety of payment methods, bank deposits, and T2202 distribution
• Carry out various enrolment activities such as, but not limited to, registration, program and course enrolment, student photos, student cards, and student accounts
• Assist with the student self-registration process
• Verify final grades and carry out graduation processes in the student information system
• Assist with and participate in convocation processes and activities

Administrative Supportamp; Office Coordination

• Provide skilled administrative support to the department and supervisor
• Create and maintain efficient and detailed electronic and paper file management processes for former and current academic year programming
• Plan and prepare for next academic year file management - physical and electronic
• Handle and process documents with confidentiality and compliance while exercising best practice with administrative procedures: records management, records retention, archival and destruction - physical and electronic
• Coordinate all logistics of meeting requests including booking rooms, assist with set up and take down of technology requirements, 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
• Update and maintain procedural guidelines and assist in establishing OTR standards and procedures
• 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

Required Qualifications and Experience: Successful completion of a business-related certificate or diploma, combined with a minimum of three years of high level and volume administrative experience. An equivalent of training, education and experience will be considered. Good understanding of office administration processes and procedures, coupled with a proven proficiency working with a variety of software programs in Microsoft Office Suites (particularly Excel, Word and Access) and other data management software is required. Knowledge of First Nation culture and organizations would be an asset. Candidate must have a valid driver #39;s license and reliable transportation as travel may be required.This position is subject to accept or handle monies on behalf of SIIT. Therefore, a cleared criminal record check (CRC) is required.Required Competencies: Flexible and Adaptable, Effective Communication, Relationship Building, Results Oriented, Client Focus, Teamwork, Attention to Detail, Initiative.