Department Assistant, INECE

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. As an employee of SIIT, 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.

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 department-wide scope. This position provides additional support as required and includes the following broad range of accountabilities:

Specific Accountabilities

Administrative Support & 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.
• Provide professional administrative assistance to your direct supervisor and to employees in your department to support the accomplishment of business activities.
• 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 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.
• 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 practices 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 and supervisor.
• Manage and maintain inventory of assets within the department.
• Carry out quality control of data entry.
• 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 the department.
• Create and maintain efficient and detailed electronic and paper file management processes.
• Provide support and back-up coverage to departments and other Administrative Assistants during periods of high workload, absences, as requested, and as approved by their immediate Supervisor.
• Provide backup to front desk reception, while operating a multiline switchboard and transferring calls where appropriate, taking messages as required, as approved by immediate Supervisor.
• Maintain regular communication with other SIIT Administration to ensure consistency in communications, SIIT practices, and procedures.

Department Initiatives

• Create and maintain databases to support unit outcomes with an advanced understanding of the expected results.
• Edit and proofread general correspondence; edit presentations and reports as required.
• Review, prepare, and issue documents, tables, and reports for supervisor and in support of operations.
• Update, maintain, and contribute to the development and maintenance of an effective process and procedure manual.
• Provide administrative support on special projects where required.
• Provide current department information services with a high level of client focus.
• Manage and routinely update the department calendar.
• Organize travel arrangements, course, or conference registrations for the department.
• Assist in data collection and collating of information using the internet and other resources.
• Manage and distribute incoming and outgoing internal and external mail.
• Manage and distribute incoming and outgoing curriculum and resources.
• Assist with gathering, organizing, and distributing data/information to stakeholders as required.
• Participate in department meetings for all courses when required.
• Perform administrative and record-keeping duties as assigned.
• 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 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. Candidates must have a valid driver's license and reliable transportation as travel may be required.

Required Competencies: Flexible and Adaptable, Effective Communication, Relationship Building, Results Oriented, Client Focus, Attention to Detail, Teamwork.