Department Assistant, Health Programs

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. This position will positively promote and create an environment that demonstrates SIIT's vision, mission, and mandate.

General Accountability

Required

This position provides additional support as required and includes the following broad range of accountabilities

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.

Administrative Support & Office Coordination

• Additional support 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
• Create and maintain efficient and detailed electronic and paper file management processes
• Manage and maintain inventory of assets within the department
• 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
• Carry out quality control of data entry
• Extensive knowledge of the functions, purposes and programs of SIIT to answer and direct routine inquires and promptly respond to inquiries as required
• Purchase order coordination: distribution to vendors, creation of purchase orders, appropriate coding, and ensuring established procedures are followed
• Process faculty and administration expenses, as well as attendance forms for signature, filing and distributing where appropriate or as assigned
• Purchase and maintain adequate supply levels as required in department
• Maintain regular communication with other SIIT Administration to ensure consistency in communications, SIIT practices and procedures
• Provide professional administrative assistance to your direct supervisor and to employees in your department in order to support the accomplishment of business activities
• Maintain the filing systems of the department and supervisor
• Provide back up to front desk reception, while operating a multiline switchboard and transferring calls where appropriate, taking messages as required
• 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 support and back-up coverage to departments and other Administrative Assistants during periods of high workload, absences, and as requested

Department Initiatives

• Edit and proofread general correspondence; edit presentations and reports as required
• Keeps inventory of capital and expendable items
• Provide administrative support on special projects where required
• Create and maintain databases to support unit outcomes with an advanced understanding of the expected results
• Prepares and clears equipment and supplies for simulation skills lab classes and practice sessions
• Participates in skills lab preparation meetings for all courses
• Provides assistance to faculty and students in the use of laboratory resources
• Promotes safe lab practices according to OH & S guidelines
• Update, maintain and contribute to the development and maintenance of an effective process and procedure manual
• Provide instruction relative to the use of laboratory equipment and nursing practice and procedures
• Maintains warranties and renewals for all equipment
• Oversee laboratory maintenance, safety, and handling of hazardous wastes
• Perform administrative and record-keeping duties as assigned
• Review, prepare and issue documents, tables and reports for supervisor and in support of operations
• Contribute to SIIT's strategic effectiveness by participating on internal and external committees, as requested by supervisor
• Completes calibration of simulators/mannequins prior to skills lab delivery
• Communicates and coordinates with equipment and supply vendors to obtain quotes
• Schedule practice sessions for students as assigned
• Ensure the availability of properly functioning equipment and supplies
• Receives, maintains and replaces supplies in collaboration with the program coordinator

Required Qualifications and Experience: Successful completion of a business certificate or diploma, preferably a medical office assistant; combined with a minimum of 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. Candidate 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.