Office Administrator - Trades and Industrial

Nature and Scope
The Office Administrator focuses on providing high‑level administrative support to carry out day‑to‑day functions in their department and reports to a direct supervisor. This position positively promotes and creates an environment that demonstrates SIIT's vision, mission, and mandate.

General Accountability
The Office Administrator is the first point of contact for internal and external clients, supporting a wide variety of company administrative operations in a prompt and professional manner. The incumbent organizes and coordinates office operations and procedures to ensure organizational effectiveness and efficiency, supporting the delivery of programs across the province.

As the first point of contact, the role provides reception, clerical and administrative support while maintaining a high degree of accuracy and careful handling of confidential and sensitive information. The incumbent maintains office systems, supplies, mail procedures, databases, and records the daily attendance of faculty and administration in compliance with records management procedures, including records destruction and file maintenance.

The position provides additional support as required, including broad responsibilities detailed below.

Administrative Support & Office Coordination

Extensive knowledge of SIIT functions, purposes, and programs to answer and direct routine inquiries and respond promptly as required.

Provide professional administrative assistance to the direct supervisor and department employees to support business activities.

Coordinate all logistics of meeting requests, including booking rooms, setting up and taking down technology requirements, catering and refreshment requirements, and travel/accommodation arrangements as needed.

Support department meetings, committees, and working groups with technical support, agenda preparation, minute taking, and minute distribution.

Process faculty and administration expenses and attendance forms for signature, filing, and distribution as appropriate.

Handle and process documents confidentially and in compliance with best practice procedures: records management, records destruction, and file maintenance (physical and electronic).

Maintain the filing systems of the department and supervisor.

Carry out quality control of data entry.

Coordinate purchase orders: distribution to vendors, creation of purchase orders, appropriate coding, and ensure established procedures are followed.

Purchase and maintain adequate supply levels as required in the department.

Create and maintain efficient, detailed electronic and paper file management processes.

Provide support and back‑up coverage to departments and other Administrative Assistants during periods of high workload or absences, as requested and approved by the immediate supervisor.

Provide backup to front desk reception while operating a multiline switchboard, transferring calls where appropriate and taking messages as required.

Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.

Maintain regular communication with other SIIT Administration to ensure consistency in communications, SIIT practices and procedures.

Provide administrative support on special projects as required.

Client Focus & Program Support

Create and maintain databases to support unit outcomes with an advanced understanding of expected results.

Edit and proofread general correspondence; edit presentations and reports as required.

Review, prepare, and issue documents, tables, and reports for supervisor and in support of operations.

Update, maintain, and contribute to the development and maintenance of an effective process and procedure manual.

Update and maintain procedure and guideline manuals, assist in establishing office standards and procedures, measure results against standards, and make necessary adjustments.

Assist with student, faculty, administration, and stakeholder inquiries directed to the appropriate personnel.

Stay current with assigned SIIT program areas and each program’s entrance criteria and required qualifications.

Refer learner applicants to internal or external resources as required.

Purcha…