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 Administrative Assistant focuses on administration and client support Institute wide. This position will positively promote and create an environment that demonstrates SIIT's vision, mission, and mandate.
General Accountability
On a call in, as need basis, the Administrative Assistant has a direct impact on the reputation and client rapport for the Institute and is responsible for assisting SIIT faculty, administration and students in a general capacity; therefore, the incumbent must develop and maintain productive working relationships institute wide.
Specific Accountabilities
As 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 Administrative Assistant plays a key support role in ensuring seamless business operations and professional presentation of the Institute. This position provides additional support as required and includes the following broad range of accountabilities:
Administrative SupportOffice Coordination
- Extensive knowledge of the functions, purposes and programs of SIIT to answer and direct routine inquires and promptly respond to inquiries as required
- Answer the phone in accordance with SIIT standards; transfer calls where appropriate and take messages as required
- Greet and interact with clients and visitors in a timely, professional and pleasant manner; coupled with determining the nature of visitors' 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
- Provide professional administrative assistance to your direct supervisor and to employees in your department in order to support the accomplishment of business activities
- 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
- Update and maintain procedure and guideline manuals
- Maintenance and tracking of staff attendance
- Maintain the filing systems of the department
- Carry out quality control of data entry
- Receive, sort, and send mail, courier packages, and faxes
- Purchase and maintain adequate supply levels as required such as general office and coffee supplies
- Create and maintain efficient and detailed electronic and paper file management processes
- Responsible for contacting repair and client support services for all office equipment
- Accountable for the upkeep and visual display of program brochures, employee request forms and daily papers
- Maintain regular communication with other SIIT Administrative Staff to ensure consistency in communications, SIIT practices and procedures
Required Qualifications and Experience: Successful completion of a business certificate or diploma, combined with one year of relevant reception and administrative experience. Prior experience working with Microsoft office suite of programs is required with a minimum typing speed of 55 - 60 wpm. An equivalent combination of education and experience may be considered. Knowledge of First Nations cultures and organizations would be an asset.
Required Competencies: FlexibleAdaptable, Effective Communication, Relationship Building, Results Oriented, Attention to Detail, Client Focus.