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Administrative Assistant to the Associate Dean

Saskatchewan Polytechnic
Saskatoon, SK

Job details

Full-time

Skills

Microsoft Powerpoint
Microsoft Access
Microsoft Outlook
Financial reporting
Filing
Administrative experience
Project management
SharePoint
Office management
Proofreading
Communication skills
Office experience

Full job description

Competition Number

P17548

Posting Title

Administrative Assistant to the Associate Dean

Classification

Band 7

Location

Saskatchewan Polytechnic Saskatoon Campus

Other Location(s)

Building

Saskatoon Campus, Idylwyld Dr.

Other Building

Date Posted

05/26/2026

Closing Date

06/04/2026

JIQ #

172

Start Date

07/01/2026

End Date

Open Until Filled

Ongoing

Yes

Category of work

Full Time

Bargaining Unit

Professional Services

Hours of Work

Regulated 36 hours (5/4 work pattern)

Salary Range

$2,177.46 - $2,603.54 Bi-Weekly

Temporary Market Stipend

Incumbent

Total Assigned days (AC) / Total Hours per biweekly pay

72 hours per biweekly pay

Posting Status

Open

Saskatchewan Polytechnic considers the diversity of our workforce to be one our leading strengths and greatest assets. Our employee diversity enhances our ability to meet the needs of an increasingly diverse student population. Currently, approximately 20% of our students are Indigenous. A continued emphasis on the development of a representative workforce is one of Sask Polytech’s strategic priorities and, as an organization, we are making significant efforts to attract and retain Indigenous employees.

Job Duties/Qualifications, Skills and Abilities(QSA)

Job Duties

Job Duties

This position is accountable to the Associate Dean and provides senior-level administrative support to the Associate Dean. The position is responsible for the effective and efficient operations of the Associate Dean’s Office, including budget monitoring. The incumbent plays an important role in facilitating effective communications within the programs and internal/external clients.
With a fast-paced environment, heavy workload and tight timelines, this position is responsible for a diverse range of job functions.

QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE

Specific Accountabilities

Office Management: Ensure the effective and efficient operations of the Associate Dean’s Office.

Act as a first-line response, troubleshoot/respond to urgent matters and requests, and provide information to management, staff, students, and external agencies.
Anticipate administrative requirements and handle routine matters, ensure efficient and effective workflow throughout the office, and ensure quality output.
Independently organize and prioritize multiple tasks in a demanding work environment.
Prepare and calculate expense claim forms for the Associate Dean and Academic Chairs as required, ensuring all receipts are included, and forward them to the appropriate level for payment.
Develop and maintain a bring forward system (both electronic and manual).
Maintain an inventory of office supplies, forms, and materials needed.
Maintain a high level of confidentiality for items of a sensitive nature.
Bring anticipated issues to the attention of the Associate Dean and the Executive Assistant to the Dean.

Time Management/Calendar Scheduling: Initiate, adjust and maintain daily schedule for the Associate Dean and Academic Chairs.

Coordinate the daily/weekly/monthly schedules for the Associate Dean
Set reminders of important items/events and Bring Foward items.
Daily maintenance /troubleshooting of electronic schedules.
Coordinate all out-of-town transportation (CVA, airlines, accommodation) for the Associate Dean and other staff as necessary.
Ensure the Associate Dean receives the documents/materials required for their scheduled meetings.
Collaborate with the Associate Dean to establish the time, location, and mode (i.e., face-to-face, videoconference, Zoom, or teams) of meetings.
Schedule teleconference calls and meetings, including logistics.
Initiate notice of meeting, via e-mail, to organized members. Receive confirmation and follow through with unconfirmed participants.
Prepare agenda and other materials or resources required for meetings, such as name cards.
Transcribe and distribute minutes in a timely manner, including any required follow-up and noting all action items.

Budget: In collaboration with the Associate Dean, review and interpret monthly budget reports and seek and/or provide clarification for any discrepancies.

Monitor budgets, such as the PD Fund, to account for all revenue and expenses.
Reconcile monthly Pcard statements for the Associate Dean.
Review and examine budgets for consistency and track discrepancies, such as the PD Fund.
Knowledge of policy changes affecting the annual budgets.

Preparation of Presentations/Workshops: Provide all the necessary support to the Associate Dean

Provide input/consultation to determine the presentation needs (i.e., presentations change based on target audience).
Assist in developing PowerPoint slides, ensuring they are aesthetically pleasing.
Ensure the Associate Dean has all the equipment and materials to deliver a professional presentation/workshop (laptop/data projector, whiteboards, brochures, handouts, etc.).
Follow through with any requests resulting from the presentation/workshops.

File Management: Organize and maintain filing systems for the Associate Dean’s office.

Develop, organize, and manage filing systems for the office, ensuring government archiving regulations are followed where necessary.
Maintain updated source document records of all office expenses incurred by the Associate Dean’s office (i.e., materials, office supplies, equipment, conferences, etc.).

Support to the Dean’s Office

Work closely with the Executive Assistant to the Dean is required to guide Faculty priorities.
Service internal SharePoint and Microsoft Teams sites, including co-managing access to those sites.
Provide administrative assistance and support to the Dean’s Office in the absence of the Executive Assistant.
Provide back-up support to the Executive Assistant to the Dean in overload situations.
Assist the Dean’s Office in project work as necessary.

Communicate with internal and external clients: Ensure the effectiveness of Faculty operations.

Communicate detailed and accurate information as required to program heads, faculty, staff members, students, outside agencies, government departments, and the public regarding routine programs, service, policy, and procedures information.
Assist the Executive Assistant to the Dean in preparing welcome and renewal letters and orientation information packages, which are sent to external members of all Program Advisory Committees (PAC).
Provide detailed and accurate information in response to requests from faculty, students, agencies, and the public.
Assess/respond to inquiries in person, by telephone, or by e-mail by taking direct action or referral.

Event Planning and Coordination

Support the Executive Assistant to the Dean in organizing, and coordinating various events for the Dean’s Office, including welcome back events, faculty professional development events, showcase events, etc.
Ensure each event aligns with the objectives of the Faculty and the Associate Deans office.
Research, collect quotes, and book venues that fit the needs of each event, ensuring they are within budget.
Negotiate with venue providers to secure the best possible terms and meet logistical needs.
Rent necessary event equipment, such as tables, linens, etc.
Ensure that all rented items arrive on time and are in good condition.
Coordinate audiovisual services for events, including microphones, projectors, sound systems, etc.
Source and order catering services based on event size, duration, and preferences (e.g., dietary restrictions, menus).
Oversee food and beverage logistics to ensure timely delivery and appropriate service during the event.
Create and send out event invitations, ensuring they are clear and professional.
Monitor RSVPs and follow up with invitees as necessary.
Travel to events as necessary to provide on-site support and coordination.
Coordinate accommodation and travel for event guests, as necessary.

Coordinate the logistics and incoming and outgoing staff.

In collaboration with the Executive Assistant to the Dean, maintain the Faculty staff listing, adding or removing faculty and staff from contact lists as necessary.
Ensure distribution lists within Outlook are updated with staffing changes.
Oversee the process for ordering equipment for new faculty and staff, such as laptops, monitors, and office supplies, as needed.
Manage equipment and arrange for repair/replacement of equipment when required.

Duties

Required Qualifications, Skills and Abilities (QSA)

1. A recognized office administration certificate or an equivalent combination of training and experience.
2. A minimum of four years’ recent and relevant experience in office administration with increasing responsibility.
3. Effective interpersonal and communication (written and oral) skills.
4. Effective organizational, project management and problem-solving skills.
5. Proven ability to maintain confidentiality and manage sensitive information.
6. Training and/or experience in minute taking and transcribing minutes.
7. Working knowledge of administrative financial reporting.
8. Strong technological skills and the ability to learn and adapt to changing technology.
9. Ability to take initiative and work with limited supervision.
10. Knowledge of and experience with common office procedures including filing structures for both electronic and manual systems plus excellent proofreading and editing skills.
11. Demonstrates valuing diversity.
12. Ability to travel when required.

Desired QSA

Job Duties/Qualifications, Skills and Abilities(QSA)

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