Department Assistant, Inece Jobs

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.

Required

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

The Department Assistant 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.

• Manage and routinely update the department calendar
• Purchase order coordination: distribution to vendors, creation of purchase orders, appropriate coding, and ensuring established procedures are followed
• 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
• Participates in department meetings for all courses when required
• 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
• Manages and distributes incoming and outgoing curriculum and resources
• Provide professional administrative assistance to your direct supervisor and to employees in your department in order to support the accomplishment of business activities
• Extensive knowledge of the functions, purposes and programs of SIIT to answer and direct routine inquires and promptly respond to inquiries as required
• Carry out quality control of data entry
• Process faculty and administration expenses, as well as attendance forms for signature, filing and distributing where appropriate or as assigned
• Manages and distributes incoming and outgoing internal and external mail
• 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
• 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
• Edit and proofread general correspondence; edit presentations and reports as required
• Assist with gathering, organizing and distributing data/information to stakeholders as required

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. Candidate must have a valid driver's license and reliable transportation as travel may be required.

This is a full time, term position from August 2023 to June 2024