Office Assistant
$12 per hourSaskatchewan Polytechnic
Competition Number
P17586
Posting Title
Office Assistant - School of Business and Entrepreneurship
Classification
Band 5
Location
Saskatchewan Polytechnic Moose Jaw Campus
Other Location(s)
Building
Other Building
Date Posted
05/29/2026
Closing Date
06/09/2026
JIQ #
Start Date
06/15/2026
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
$25.48/hr to $30.45/hr
Temporary Market Stipend
Incumbent
Total Assigned days (AC) / Total Hours per biweekly pay
36 hours per week (5/4)
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 role will provide support to both program heads in Arts and Sciences and Business as well as to the instructors within the School of Business and Entrepreneurship in a variety of ways, including but not limited to organizing/overseeing departmental course materials, ordering/managing supplies, document creation and maintenance, data/records management, scheduling, collating information, LMS management and updates and liaising between Business and other ancillary departments In addition to helping with regular, day-to-day administrative duties supporting the program head and faculty. The office assistant will communicate with students, instructors, Enrolment Services, Student Services, IT and other ancillary departments where required. Additionally, this role will support the planning and execution of internal and external events.
QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE
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.
Duties
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.
Desired QSA
$17 - $18 per hour
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