Website Six Nations Polytechnic

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Six Nations Polytechnic (SNP) is a unique Indigenous Institute, recognized by community, government, and institutions of higher learning, as a Centre of Excellence for Indigenous Knowledge. SNP offers postsecondary, secondary, trades education and training. SNP has formal partnerships with nine publicly funded Ontario Universities and Colleges and collaborates with six Ontario-based Indigenous owned and controlled post-secondary Institutes.

For more information, visit www.snpolytechnic.com

Function & Overview 

Under the supervision of the Director– Information Services (IS), the Unit Coordinator – Information Services (IS) provides support to IS operations and enhances coordination of unit services and end-user engagement. The position provides administrative support to the Director– IS and other IS staff. The Unit Coordinator – IS is required to perform all duties consistent with the governance and operating policies of Six Nations Polytechnic (SNP).

Duties 

The duties of the Unit Coordinator – Information Services (IS) include, without limitation:

Planning, Research, & Quality Assurance 

  • Assisting and supporting daily IS unit activities and operations;
  • Maintaining the Unit’s Outlook calendar, consistent with black-out dates, key dates, project deadlines, holidays, etc.;
  • Coordinating the IS task and ticket process and scheduling IS resources accordingly;
  • Developing an annual work plan in collaboration with the Director-IS for the efficient and effective discharge of all tasks, activities, and responsibilities, operationalizing the goals and deadlines;
  • Assisting in the preparation of job descriptions for position vacancies, administrative staffing process tasks, processing of contract requests, and review of draft contracts, checking for complete and correct information;
  • Compiling data, statistics, and other information to support research and quality assurance activities;
  • Upholding the highest standards of confidentiality for information and documentation utilizing the approved electronic file naming conventions;
  • Acting as a key support in the assessment of data to identify gaps in internal processes and procedures where improvement and/or changes are required;
  • Supporting the scheduling and process management of internal projects;

Training Support & Process Development 

  • Supporting all orientation and technical training activities of individual units to ensure alignment with IS policies, procedures, and system capabilities;
  • Knowing, understanding, and following existing SNP policies and processes; and supporting the collaborative development and effective implementation of new and emergent policies and processes;
  • Participating in the planning and coordination of professional development for IS staff in coordination with the Director – IS and Human Resources, including potential collaboration with other Units for shared learning opportunities;
  • Setting-up and maintaining information filing systems, both electronic and/or paper that may include staff and student records, attendance, and vendor files, and defining and following procedures for retention, protection, retrieval, transfer, and disposal;
  • Drafting Process Notes for all recurring activities and tasks, including conforming to deadlines and reporting requirements;

General Administration 

  • Preparing, keying in, editing and proofreading correspondence, invoices, presentations, brochures, publications, reports, and related material;
  • Opening and distributing incoming mail (paper and electronic) and other materials; coordinating the flow of information internally, with other departments and externally;
  • Answering telephone and electronic enquiries and relaying calls and messages to the appropriate parties;
  • Preparing purchase orders for equipment and materials, according to the annual budget and approval of the Director – IS;
  • Providing general administrative support, including the preparation of monthly and quarterly reports, as well as Unit budget projections, planning, and management;
  • Assisting with the organization of conferences and events, as required;
  • Occasionally assisting other events outside of standard working hours and dispatching all duties from the assigned work location;
  • Providing administrative fill-in and support functions to other Units within SNP, as required;
  • Participating in professional development, staff training and information sessions, as required;
  • Promoting and participating in maintaining a positive climate for learning, dealing sensitively, respectfully, and fairly with persons from diverse backgrounds; and
  • Other related duties, as required.

Qualifications  

Education & Experience 

  • Undergraduate degree or higher in a related discipline (e.g., Education, Public Policy, Business Administration, etc.) is preferred; and
  • Minimum of 3 years’ experience in a similar role performing similar job duties and responsibilities.

Knowledge, Skills & Abilities 

  • Excellent communication skills with an emphasis on written expression (i.e., faultless spelling and grammar, and professional style);
  • Sound interpersonal skills including communication, organization, negotiation, and professional judgement;
  • Demonstrated competencies in strategic thinking, coordination, analysis, policy development, and change management;
  • Ability to manage deadlines and accommodate these new tasks while ensuring completion of recurring tasks in a productive and time efficient manner;
  • Ability to work independently and with minimal supervision;
  • Willingness to take additional training and professional development;
  • A general and current knowledge of Hodinǫshǫ:nih history, culture, values, contemporary issues, community priorities, and stakeholders;
  • Ability to work under pressure and manage schedules, portfolios, and timelines, to meet demanding deadlines;
  • Capacity to work both independently and in a team setting, demonstrating Hodinǫshǫ:nih/Rotinonhson:ni values of Ga’nigohi:yo:/Kanikoriio (Respect and the Good Mind);
  • Demonstrated familiarity with standard desktop computing programs, including spreadsheets, word processing, and database applications, on the Windows 2010 (or later) operating system; and
  • Understanding and appreciation of, and willingness to support the unique philosophy, vision, and mission of Six Nations Polytechnic, Inc.

Application Deadline: Tuesday November 30, 2021 at 4pm.

Job Type: Full time, Permanent

Benefits:

  • Company registered pension plan
  • Dental care
  • Extended health care
  • Life insurance
  • Paid sick and personal time

Schedule:

  • Monday to Friday
  • 37.5 hours/week

Application Email: humanresources@snpolytechnic.com