Sep 19, 2022

Office Administrator, Registrar

  • SIIT Employment
  • Saskatoon, SK, Canada
Full-time Education

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's economic future. You can contribute to that success while building your career.

Nature and Scope
The 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. As an employee of SIIT, this position will positively promote and create an environment that demonstrates SIIT's vision, mission and mandate.

General Accountability
The Office Administrator 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.

Specific Accountabilities
The Office Administrator will maintain all Office of the Registrar (OTR) systems and procedures to provide quality services to students. This position ensures that the work carried out is compliant to SIIT academic and tuition policies, program level requirements, and privacy guidelines. To facilitate reporting, the position ensures accuracy of all student data and records, entry and exit information, while carrying out quality control. The position requires a high degree of confidentiality and integrity in records management, archival and maintenance. This position provides additional support as required and includes the following broad range of accountabilities:

Department Initiatives

  • 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's strategic effectiveness by representing and participating on internal and external committees, as required

Student Focus

  • Have extensive knowledge of the functions, purposes, and programs of SIIT to respond to student inquiries and redirect as necessary
  • Process document requests to support institution to institution credit transfers
  • Disseminate parchments, transcripts, and confirmation of enrolments in accordance with academic and tuition guidelines
  • Verify program information for student loan applicants and update the electronic student loans portal regularly
  • Prepare correspondence for 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, student loan/grant approvals, third party sponsorships and student status updates, and T2202 distribution
  • Organize and carry out various enrolment activities such as, but not limited to, registration, program and course enrolment, student photos, student cards, and student accounts

Administrative Support & 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 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'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.