Administrative Assistant Ii

Description:

The Administrative Assistant within the Office of Equity, Diversity & Inclusion (EDI) & Ombudsperson Office is a detail-oriented professional who can efficiently and effectively contribute to both individual and team initiatives. Students, faculty, staff and others may confidentially speak to the Ombudsperson about any SAIT related concern to learn about their rights and options through SAIT policy and other resources. Issues the Ombudsperson can assist with include academic misconduct, grade appeals, admissions, etc. Equity, diversity and inclusion (EDI) provide the conditions for a healthy campus where everyone feels welcomed, supported, included, valued and empowered to succeed. The centralized office works to coordinate all EDI-related activities for students and employees on campus, as well community partnerships.

The Role

• • Act as reception for the Office of the Ombudsperson and Office of EDI, to include answering the telephone, welcoming visitors to the Office, taking information from visitors, and entering visitor information in case management system as required for the Ombudsperson.
  • Act as confidential administrative support to the Office of EDI and the Office of the Ombudsperson and includes minute-taking functionality
  • Assists in managing the department budgets. This position will manage, track, and code all budget expenses. Creates purchase requisitions or cheque requisitions as required. Works closely with Budget Analyst to ensure budget tracking is current and accurate.
  • Manages all incoming and outgoing mail for the departments.
  • Investigates and approves all Facilities Management maintenance and renovations for the department.
  • Identifies, reviews, provides recommendations, and implements the improvements of office procedures and efficiencies within the department.
  • Reviews, provides recommendations to update, communicates, and enforces SAIT policies and procedures.
  • Plan, organize, and coordinate internal and external meetings/functions for the department.
  • Responsible for coordinating office requirements such as moves, furniture, phone, and computer need for all staff.
  • Manages the Director, EDI, and Ombudsperson’s schedule.
  • May participate in the interview process for new hires for the department.
  • Handles all processes and payroll issues such as creating contracts and/or wage authorizations for new staff.
  • Provides safety orientation to all new hires.
  • Manages the processing and tracking of vacation, and sick/leave requests and ensures entry of this information into Banner for department staff.
  • Prepares PowerPoint presentations.
  • Assists in the preparation of annual reports for the Office of the Ombudsperson and the Office of EDI.
  • Prepares documentation pertaining to expense claims, employee PD requests.
  • Process room booking requests.
  • Process Purchase Cards payments/reconciliation for the Director, EDI, and the Ombudsperson.
  • Initiates, documents, and distributes new procedures relating to workflow and other projects that arise.
  • Responsible for taking sufficient information from various sources on topical or controversial issues and presenting the information in a concise manner to ensure an accurate and timely response.
  • CoR Safety Audit Champion for Department – ensures all aspects of CoR audit are applied and tested on a regular basis. Manages all Health and Safety issues through to resolution for the Department.
  • Arrange for travel and accommodation for staff.
  • Assist with convocation.
  • Other assigned duties.

Qualifications

• • Diploma or degree in office administration or equivalent
  • 2-4 years of related experience in an administrative support role.
  • Proficiency in Microsoft Office suite (Excel, Outlook, Word, PowerPoint, Teams, SharePoint)