Administrative Business Analyst, Human Resources

Job Duties / Qualifications, Skills and Abilities(QSA)

Job Duties Job Duties The administrative business analyst acts as a key contact between the office of the associate vice-president and internal and external stakeholders sharing information and resources to all parties.

The administrative business analyst understands the institutional, divisional, academic, and administrative structures of Saskatchewan Polytechnic including lines of authority, communication and reporting.

Working with our internal service areas, including our technology teams and resources, the administrative business analyst will be responsible for leading initiatives related to innovation process improvement and effective communications.

This position requires the incumbent to facilitate conversations with teams and leaders, listen and understand the administrative business requirements being served, research opportunities for improving and advancing administrative services within the Human Resources division.

This position will require a keen listener, able to synthesize disparate issues into seemingly logical solutions and lead where others may not see opportunities for change.

The ability to think critically andcommunicate effectively will be strong characteristics for this position. The administrative business analyst travels as required to all Saskatchewan Polytechnic locations across the province.

QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE Specific Accountabilities The administrative business analyst provides analytical administrative review and general support to assist the Human Resource division in developing, enhancing, and implementing a wide variety of services across Saskatchewan Polytechnic.

1. Administrative Process Review Management

• Identify and assess existing administrative process workflows and support for the Human Resources division.
• Research and identify process efficiencies and / or technologies such as optimizing the use of artificial intelligence, to best support and decrease the effort required for administrative tasks.
• Plan, lead and / or participate on projects and initiatives with a focus on service experience or process improvements.
• Lead and write content related to business cases that align with HR division administrative priorities.
• Present findings and recommendations to the Human Resources Leadership Team.
• Lead the implementation of approved changes.

2. Administrative Management

• Manage and coordinate the day-to-day operational administration and support for the associate vice-president’s office.
• Manage the office of the associate vice-president’s frontline contact with various stakeholders, and coordinate calendar scheduling to ensure appropriate time management.
• Summarize the needs of parties requesting time and gather necessary material to ensure the associate vice-president is adequately prepared for meetings.
• Manage the development and coordination of all meetings including agendas, materials, invitations and response lists, and minute preparation as required.
• Assist with the collection, integration and dissemination of the Saskatchewan Polytechnic operating and capital budget submissions and related multi-year business plan.
• Manage and coordinate file and electronic information and retention systems for the division.
• Communicate institutional policies and procedures within the division.
• Manage the information flow of notes and materials resulting from meetings and organize these materials, coordinating scheduling of time and appointments to accomplish goals set in meetings.

3. Client Service

Guide inquiries received into the AVP’s office and gather or redirect support to other HR areas to align client services to meet organizational business requirements.

Where needed take lead on matters with increased complexity, uniqueness or requirements that may be sensitive in nature or that require further investigation to respond.

Examine HR’s use of communication tools and technology to support our service to clients. Reviewing common communication channels such as our sharepoint, website and technology solutions to ensure up to date, accurate and relevant information is provided to clients.

Where needed, work to coordinate and update information provided to clients.

• Continually look for ways to improve communications and reduce the complexity of information provided to clients.
• Review technology enhancements or opportunities with an eye to improving the HR service to clients on a regular basis.
• Providing internal support to HR teams where technology or client service can be improved. Partner with those teams to bring optimized services to clients.

Looking outward and inward at our services to ensure the best and most effective communications supporting client services are maintained.

As the representative of the AVP of HR, use discretion and sound judgement when working through complex, high risk, or sensitive situations and conveying information to others.

4. Relationship Management

Internal

• Build and maintain effective relationships among the office of the associate vice-president and the offices of other senior managers to ensure sharing of information.
• Establish and maintain effective interaction and relationships with ITS and Learning Technologies in the identification of administrative technologies and their implementation.
• As an initial point of contact for the associate vice-president, anticipate potential problems, act to field concerns, and resolve difficult situations including sensitive issues requiring absolute discretion while maintaining effective rapport with internal parties.
• Provide administrative direction, guidance, and orientation for new staff as required.

External

• Provide effective interaction with various external stakeholders including government representatives and agencies, other educational institutions, business and industry, and the public, to answer queries or direct stakeholders to the appropriate internal resource.
• As an initial point of contact for the associate vice-president, anticipate potential concerns, act to field concerns, and resolve difficult situations while maintaining effective rapport with external parties.
• Work effectively with service providers to ensure seamless delivery of products and service. Duties Required Qualifications, Skills and Abilities (QSA) Requirements include a post-secondary diploma from a recognized business course and a minimum of five years’ experience in an administrative support position with increasingly senior roles.

It is necessary to have a high level of computer literacy and be willing to source and learn new programs that support administrative processes.

Experience mapping processes is desired. Experience at a large publicly funded institution with a dynamic, fast-paced, multi-dimensional environment is considered an asset.

Desired QSA Required Competencies