Office Administrator, Education and Community Services

Competition Number

P17709

Posting Title

Office Administrator, Education and Community Services

Classification

Band 6

Location

Saskatchewan Polytechnic Saskatoon Campus

Other Location(s)

Building

Saskatoon Campus, Ave. W.

Other Building

Date Posted

07/07/2026

Closing Date

07/16/2026

JIQ #

Start Date

07/27/2026

End Date

Open Until Filled

No

Ongoing

Yes

Category of work

Full Time

Bargaining Unit

Professional Services

Hours of Work

Regulated 36 hours (5/4 work pattern)

Salary Range

$2,075.08 to $2,479.38 bi-weekly

Temporary Market Stipend

Incumbent

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

Full time equivalent

Monday -Friday 8:00am-4:30pm

5/4 work pattern

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

The Office Administrator, Education and Community Services works with the Academic Chair and Program Head(s) to understand priorities, allowing for coordination of the administrative work flow to support smooth operations for the Education and Community Services Programs. The Office Administrator provides administrative support to the program head, academic chair and faculty of the program. This role includes training and coordination of work for other administrative staff in the program area, managing daily tasks of the program and providing information to the students and potential/future students. This position is responsible for developing, maintaining and improving the school-wide administrative processes. Additionally, this position operates as a liaison for the school with other senior-level offices, external parties (industry and partnerships) and Saskatchewan Polytechnic departments.

This position supports the Disability Support Professional program, Child and Youth Care Program and Therapeutic Rec program.

QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE

Specific Accountabilities General Administrative Duties

• Act as first line response to respond to urgent matters and requests.
• In the absence of the Academic Chair, monitor emails for high-priority Items and follow through as appropriate.
• Monitor and be familiar with policies and contacts within the School .
• Develop and maintain a bring forward/tracking system for action items.
• Maintain equipment and arrange for repair or replacement as required.
• Maintain an inventory of office supplies, forms and materials needed.
• Maintain a high level of confidentiality.
• Prioritize incoming mail by reading items, identifying and tracking actions.
• Provide project support for Inter-campus and cross-divisional projects such as curriculum development, marketing, renovations, etc.
• Conduct research for the school as a whole.
• Support the department’s communication processes ensuring good internal and external communications.
• Operate as a contact for external organizations.
• Send emails and meeting requests on the behalf of the Academic Chair.
• Develop, organize and manage filing systems for the office. Ensure government archiving regulations are followed where necessary.
• Manage the Academic Chairs calendar and monitors, reviews and responds to emails on behalf of the Academic Chair.

Administrative Process Improvement Initiatives

• Anticipate administrative requirements and handle routine matters, so there is an effective flow of work through the office, ensuring quality output.
• Independently organize and prioritize multiple tasks in a demanding work environment.
• Develop, organize, and manage divisional quality control filing systems.
• Develop, organize and maintain the common shared computer drive for the Academic Chair, Program Heads and faculty, ensuring restricted access to various areas and documents are strictly adhered to.
• Design, development and continuous upkeep of department operational and administrative processes and documents within the school.

Scheduling

• Arrange and record minutes for Program Advisory Committee (PAC), monthly divisional meetings for Program Heads and other scheduled meetings. Assist meeting chair in maintaining a consistent flow of the agenda.
• Arrange meeting dates, times, locations, and book rooms or video conference rooms.
• Compile and distribute agendas, ensure documentation is available, and record proceedings. Create personalized name cards for all participants.
• Coordinate lunch/break arrangements.
• Transcribe minutes in a timely manner. Ensure prompt distribution of minutes including any required follow up materials.
• Provide a list of action Items for the Academic Chair’s office.
• Travel out of town for meetings.
• Assists in the organization, planning and communication of the Academic Chairs schedule and priorities.
• Set reminders of important items events and bring forward items.
• Daily maintenance and troubleshooting of electronic schedulers.
• Coordinate all out of town transportation (CVA, airlines, accommodation) for the academic chair and other staff as necessary.
• Ensure the Academic Chair is in receipt of the necessary documents and materials required for their scheduled meetings.
• Coordinate and prioritize the daily, weekly, monthly schedules for the Academic Chair and Program Head including appointment and travel arrangements.
• Assist in the development of PowerPoint slides and other documentation, ensuring they are aesthetically pleasing and suitable for target audience.
• Ensure the Academic Chair and Program Heads have all the necessary equipment and materials to deliver a professional presentation or workshop (i.e. laptop, data projector, whiteboards, brochures, handouts, etc.).

Budget

• In collaboration with administrative staff in the Dean and Associate Dean’s offices, review and interpret monthly budget reports and seek and/or provide clarification for any existing discrepancies.
• Monitor budgets to ensure all revenue and expenses are accounted for.
• Maintain updated source document records of all office expenses incurred by the Academic Chair’s office (i.e. a/A, materials, office supplies, equipment, conferences, etc.).
• Reconcile monthly P-card statements for the Academic Chair.
• Review and examine budgets for consistency and track discrepancies.
• Participate in the development and submission of the annual budgets.
• Provide assistance with preliminary forecasting.
• Acquire and maintain a clear understanding of the requirements within the multi-year business plan related to the Department.
• Acquire and maintain knowledge of policy changes affecting the annual budgets.

Duties

Required Qualifications, Skills and Abilities (QSA)

1. Recognized office administration certificate or an equivalent combination of training and experience which must include experience and/or training in minute taking.

2. Four years’ experience performing administrative and clerical work.

3. Training or experience at the intermediate level in the use of common software packages, i.e. MS Office Suite.

4. Knowledge of common office procedures.

5. Effective interpersonal skills.

6. Effective communication skills.

7. Effective organizational skills.

8. Effective proofreading skills.

9. Ability to work independently under generalized supervision.

10. Demonstrates valuing diversity.

Desired QSA