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Competition #SSA-0111
The Department Assistant provides administrative functions and works in a fast paced environment with constantly changing demands and priorities. This position provides additional support as required and includes the following broad range of accountabilities:
Extensive knowledge of the functions, purposes and programs of SIIT to answer and direct routine inquires and promptly respond to inquiries as required
Provide current program information with a high level of client focus
Provide professional administrative assistance to your direct supervisor and to employees in your department
Coordinate all logistics of meeting
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
Create and maintain efficient and detailed electronic and paper file management processes
Provide support and back-up coverage to departments and other Administrative Assistants
Maintain regular communication with other SIIT Administration to ensure consistency in communications, SIIT practices and procedures
Manage and routinely update the calendars of the business & IT and the health & community studies departments
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 executive 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. Knowledge of First Nations cultures and organizations would be an asset.Candidate must have a valid drivers license and reliable transportation as travel may be required.
Essential Skills
- Oral communication
- Working with others
- Job task planning and organizing
- Computer use
Technical Terminology
- Business
Specific Skills
- Type and proofread correspondence, forms and other documents
- Send and receive messages
- Receive and forward telephone or electronic enquiries
- Maintain and prepare reports from manual or electronic files, inventories, mailing lists and databases
- Process incoming and outgoing mail manually or electronically
- Order supplies and maintain inventory
- Photocopy and collate documents for distribution, mailing and filing
Work Conditions and Physical Capabilities
- Repetitive tasks
- Sitting for extended periods
Keyboarding (Words Per Minute)
- 41 - 60 wpm
Business Equipment and Computer Applications
- MS Word
- Excel
- Electronic mail
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