Specific Accountabilities
1. Act as first-line response for program heads, instructors and students.
2. Respond to requests for information/issues, determine issue to be resolved and handle as necessary or provide appropriate referral.
3. Anticipate administrative requirements and handle routine matters.
4. Independently organize and prioritize multiple tasks.
5. Complete academic status forms under the direction of the program head and send to Enrolment Services for processing.
6. Update electronic Student Handbook.
7. Develop and maintain a comprehensive filing system both manual and electronic for all classroom related materials (class lists, equity student accommodation plans, timetables, exam schedules, PLAR, etc.).
Ensure easy retrieval of documents and information to facilitate compilation of reports.
8. Monitor, purchase and maintain an inventory of office supplies, forms, and materials.
9. Maintain copies of purchase orders, invoices, packing slips and other supporting documents regarding transactions within the respective org codes.
10. Distribute incoming/outgoing mail for program heads and instructors.
11. Perform common office procedures: take messages, scan, print, fac, photocopy, and provide technical and/or administrative assistance.
12. Work with Audio Visual or Facilities for equipment, office or classroom issues.
13. Assist with invigilation duties if required.
14. Assist program head(s) with coordinating exam and invigilation schedules and exam room bookings.
15. Assist the program head(s) with the planning, set up and minute taking for internal and external events (i.e., program advisory committee meetings, professional development events, student showcases, instructor orientation, etc.).
16. Maintain multiple versions of assessments (i.e., midterm, final, quizzes, etc.).
17. Schedule student appointments for program head(s).
18. Develop, implement, monitor, and continually improve department wide administrative procedures, standards, and guidelines for use by program staff, in adherence with procedures and protocols identified by the program head(s).
19. Lead, administer, and monitor administrative projects and services as requested by the program heads and faculty.
20. Develop templates and processes for creating, revising, collecting, and organizing departmental resources including but not limited to course manuals, exams and other assessments, PLAR materials, presentations, handouts, schedules, etc., and to assist faculty with composition and editing of such documents.
21. Design, organize, and maintain access to collaborative sites on behalf of the School(s) or program(s).
22. Use the Saskatchewan Polytechnic web requisitions system to order goods and materials for the department and to pay invoices.
23. Assist faculty in the acquisition and organization of resource materials required for programs and courses to ensure they have all the equipment and administrative information necessary to deliver their courses.
24. Maintain the program(s) landing pages in Brightspace and webpages.
25. Provide support to the program heads related to handling of program(s) at the Regional Colleges.
26. Maintain excellent relations with all relevant stakeholders, including faculty, students, program heads, and administrative staff from other programs, and a number of additional internal and external customers.
27. Create and maintain program textbook spreadsheet and send updated list of requirements to programs or Bookstore for ordering.
Required Qualifications, Skills and Abilities (QSA)
1. Grade 12 and Certificate in office administration/business/management or an equivalent combination of training and experience.
2. Two years’ recent experience in an administrative level position.
3. Training and/or experience, at the intermediate level, in the use of common software packages (i.e. Microsoft Office).
4. Data and records management and skills
5. Strong analytical and problem-solving skills
6. Excellent communication (both oral and written) and interpersonal skills.
7. Strong interpersonal skills along with service excellence skills
8. Ability to organize, prioritize and handle multiple tasks and changing priorities within given time constraints with flexibility, good judgment and accuracy.
9. Ability to manage confidential/sensitive information.
10. Ability to take initiative and work with limited supervision.
11. Demonstrates valuing diversity.
12. Intermediate to advanced knowledge of Banner would be an asset.
