Office Assistant
Saskatchewan Polytechnic
Regina, SK
Competition Number P08949
Posting Title Office Assistant
Classification Band 6
Location Saskatchewan Polytechnic Regina Campus
Other Location(s)
Building
Other Building
Date Posted 05/13/2019
Closing Date 05/23/2019
JIQ # 30203
Start Date 05/13/2019
End Date
Open Until Filled No
Ongoing Yes
Category of work Part Time
Bargaining Unit Professional Services
Hours of Work To be Assigned
Salary Range $24.85-$29.69
Temporary Market Stipend
Incumbent
Total Assigned days (AC) / Total Hours per biweekly pay
36 hours per biweekly pay

Posting Status Open

This position will provide support to the School of Nursing and School of Health Sciences, working closely with the Office Assistant that provides support to the Associate Dean’s Office.

Job Duties/Qualifications, Skills and Abilities(QSA)
Job Duties
Job Duties
This position provides senior level administrative and secretarial/steno support to the School of Nursing and School of Health Sciences Associate Dean’s Office, including providing support to the Project Manager, Program Development Consultant and Academic Chairs. More specifically:

1. Act as a first-line response, troubleshoot/respond to urgent matters and requests, and provide information to management, faculty, staff, students and external agencies.
2. Assess and resolve a diverse range of routine issues and inquiries with minimum supervision.
3. Anticipate administrative requirements and handle routine matters, ensure efficient and effective flow of work through the office and ensure quality output.
4. Independently organize and prioritize multiple tasks in a demanding work environment.
5. Provide administrative assistance and support to the Associate Dean’s Office.
6. Maintain a high level of confidentiality for items of a sensitive nature.
7. Prepare and calculate expense claim forms.
8. Reconcile procurement card expenditures.
9. Develop and maintain a bring-forward system (both electronic and manual).
10. Prioritize incoming mail by identifying signature required, action, and reading items
11. Provide necessary support for preparation of presentations and workshops.
12. Arrange and attend meetings. Record and transcribe minutes and ensure distribution of the same. Provide a list of action items and assist in maintaining bring-forward system.
13. Organize and maintain filing systems for the Associate Dean’s office (both electronic and manual).
14. Prepare, send out and track Saskatchewan Academic Health Sciences Network clinical placement agreements. Liaise between three Saskatchewan Polytechnic Schools and external clinical sites to ensure clinical contracts are in place prior to student practicum placements.
15. Post, update, review for accuracy and maintain all information on the School’s websites.
16. Provide all necessary support for workshops held for people inside and outside the Schools.
17. Prepare materials and process forms in support of the Dean’s Office and Schools activities as required.
18. Assist Project Manager with the development of Minor and Major Program Proposals.

QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE
Specific Accountabilities
Duties
Required Qualifications, Skills and Abilities (QSA)
1. Grade 12 plus a recognized office administration certificate/diploma or an equivalent
combination of training and experience, which must include training and/or experience in
minute taking.
2. Two years’ e xperience in an administrative assistant position (i.e. working with multiprograms,
departments and outside agencies).
3. Training or experience at the advanced level in the use of Word and Outlook;
intermediate level in Excel, PowerPoint, Access and Dreamweaver.
4. Effective interpersonal and communication (written and oral) skills .
5. Demonstrated organizational and problem-solving skills including th e ability to take
initiative and to multi-task with minimal direction/supervision.
6. Proven ability to maintain confidentiality and manage sens itive information.
7. Working knowledge of administrative financial reporting.
8. Knowledge of and experience with common office proce dures including filing
structures for both electronic and manual systems.
9. Excellent proofreading and editing skills.
10. Demonstrates valuing diversity.
11. Travel will be required.

Desired QSA