Office Assistant

2 weeks ago

Saskatchewan, Canada Saskatchewan Polytechnic Full time

Competition Number

  • P13403
    Posting Title
  • Office Assistant
    Classification
  • Band 7
    Location
  • Multiple Locations (Please check posting details)
    Other Location(s)
  • Saskatchewan Polytechnic Saskatoon Campus, Saskatchewan Polytechnic Moose Jaw Campus, Saskatchewan Polytechnic Regina Campus
    Building

Other Building

Date Posted

  • 03/06/2023
    Closing Date
  • 03/17/2023
    JIQ #
  • 10134
    Start Date
  • 03/06/2023
    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
- $27.95/hour to $33.42/hour
Temporary Market Stipend

Incumbent

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

  • 72 hours per 2 week period. Monday to Friday 0800 to 1630 hrs.
    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 of the School of Business and School of Information and Communications Technology (ICT) and provides senior level administrative and secretarial/steno support to the Associate Dean as well as Academic Chairs

More specifically:

DUTIES

  • Act as a first-line response, troubleshoot/respond to urgent matters and requests, and provide information to management, faculty, staff, students and external agencies.
  • Anticipate administrative requirements and handle routine matters, ensure efficient and effective flow of work through the office and ensure quality output.
  • Independently organize and prioritize multiple tasks in a demanding work environment.
  • Prepare and calculate expense claim forms.
  • Develop and maintain a bring-forward system (both electronic and manual).
  • Prioritize incoming mail by identifying signature required, action, and reading items. Track items that require dated response.
  • Provide steno support services to the division and for on/off campus meetings at provincial and local levels.
  • Initiate, adjust and maintain daily schedule for the Associate Dean.
  • In collaboration with the Associate Dean, review and interpret monthly budget reports and seek and/or provide clarification for existing discrepancies.
  • Provide necessary support for preparation of presentations and workshops.
  • Organize and maintain filing systems.
  • Provide administrative assistance and support to the Dean's Office as necessary.
  • Arrange and attend meetings. Record and transcribe minutes and ensure distribution of same.- QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE
    Specific Accountabilities

Duties

Required Qualifications, Skills and Abilities (QSA)

  • 1. Grade 12 plus a recognized office administrative diploma or an equivalent combination of training and experience.
  • Two years recent and relevant experience in an administrative assistant position.
  • Training and/or experience in minute taking and transcribing minutes.
  • Demonstrated experience at the advanced level in the use of word processing and spreadsheet/database packages (i.e. MS Word, Outlook, Excel, PowerPoint and Access).
  • Effective interpersonal and communication (written and oral) skills.
  • Effective organizational and problem-solving skills.
  • Proven ability to maintain confidentiality and manage sensitive information.
  • Working knowledge of administrative financial reporting.
  • Ability to take initiative and work with limited supervision.
  • Demonstrates valuing diversity.
  • Ability to travel when required.**Desired QSA

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