Administrative Assistant

Administrative Assistant - ADM024179

Employment Type: Permanent Full-time

Location(s): SK-Rgna-Regina

Ministry: 037 Advanced Education

Salary Range: $21.929-$27.480 Hourly

Grade: SGEU.04.

The Ministry of Advanced Education is seeking a well-organized, efficient, accurate, and flexible individual who enjoys a fast paced, high volume work environment with diverse and evolving job expectations to join the Sector Management and Relations Branch. The branch:

• regulates private vocational schools registered in Saskatchewan.
• acts as the primary liaison between the Ministry and the University of Saskatchewan, University of Regina, and their federated and affiliated colleges, as well as the Regional Colleges and Technical and Indigenous Institutes.
• provides Secretariat support to the Saskatchewan Higher Education Quality Assurance Board (SHEQAB), an arms-length board appointed by Government to oversee the authorization of new degrees offered by institutions other than the University of Saskatchewan and the University of Regina.

As part of the administrative unit within the branch, this position will provide a variety of government administrative and office management support including processing correspondence; formatting and proofing a wide variety of government documents (letters, referrals, briefing material, Cabinet documents, presentations, and other items); calendar management and coordinating meetings; making travel, catering and equipment arrangements; processing travel expense statements and invoices; monitoring and tracking expenditures; assisting with filing and archiving and maintaining effective electronic and paper management systems; and responding to telephone inquiries, photocopying and scanning documents. The position will also ensure compliance with government administrative policies, procedures, and processes as well as provide back up support to the administrative team.

Typically, the knowledge required for this position is obtained through a combination of government experience in administration as well as formal education such as an office education program.

You will have knowledge of:

• computer software packages such as Microsoft Office (outlook, word, excel, power point) to format and/or modify lengthy, complex documents, presentations, tables, and spreadsheets accurately and quickly.
• government administrative policies, processes, practices, procedures, protocols, and systems, including MIDAS, Markview, PSC Client, FAM, iExpense, ARMS, ORS, Learn, Taleo, prior approvals, BMO and various office equipment.

You will have the demonstrated ability to:

• create, format, proof and edit visually appealing, clear, and presentable government documents including letters, referrals, e-mails, tables, and forms, briefing material, Cabinet documents, reports and presentations and other items.
• accurately reference, interpret, ensure compliance with, and appropriately apply to daily operations government administrative policies, procedures, processes and guidelines.
• independently assess, establish, assign, and adjust your own workload taking into consideration changing priorities, tight deadlines, multiple reporting relationships, numerous interruptions, and a busy workload.
• coordinate and/or schedule appointments, make travel arrangements, organize meetings and catering, and arrange equipment accurately and in a timely manner.
• tactfully and respectfully interact with people to provide information and ask relevant questions to clarify requests to respond and/or redirect inquiries to the pertinent individual, branch, ministry or agency.
• work independently and as part of a team to build positive relationships with, and meet the needs of clients, colleagues and institutions.
• communicate effectively, both verbally and in writing, with internal and external clients and stakeholders.
• identify, clarify, and analyze issues to provide options and/or implement solutions, and to ensure others are kept informed.

You will be:

• approachable, courteous, and co-operative when interacting with internal and external clients, both verbally and in writing.
• accurate, thorough, and attentive to detail.
• efficient and effective in managing a wide variety of correspondence and tasks, while sometimes working within tight timelines.
• flexible, adaptable and a team player to co-operatively accomplish goals and objectives, changing priorities as well as new processes and procedures.

What We Offer:

• dynamic, challenging work for talented individuals.
• a competitive salary.
• comprehensive benefits package including pension.
• vacation, earned days off (EDO) and other types of leave.
• inclusive work environments.
• advancement opportunities.
• flexible work arrangement.

Preference will be given to qualified equity group members who self-declare in this online application, as identified in "diversity groups" below

Diversity Groups: Aboriginal persons, Persons with disabilities, Visible minority persons

Hours of Work: A - SGEU Office 36 - one day off every two weeks

Number of Openings: 1

Closing Date: Aug 19, 2024, 12:59:00 AM