Administrative Assistant to The Associate

3 weeks ago

Regina, Canada Saskatchewan Polytechnic Full time

**Competition Number**
- P15551**Posting Title**
- Administrative Assistant to the Associate Dean/Director**Classification**
- Band 7**Location**
- Saskatchewan Polytechnic Regina Campus**Other Location(s)**
- Saskatchewan Polytechnic Regina Campus**Building**

**Other Building**
- Regina Main Campus (not Parkway)**Date Posted**
- 06/06/2024**Closing Date**
- 06/17/2024**JIQ #**
- 60071**Start Date**
- 07/02/2024**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**
- $2,012.15 to $2,405.92 bi-weekly**Temporary Market Stipend**

**Incumbent**

**Total Assigned days (AC) / Total Hours per biweekly pay**
- 72 hours bi-weekly.**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 Leslie and Irene Dube School of Nursing and Director HHR Growth Strategy and provides senior level administrative support. 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. Anticipate administrative requirements and handle routine matters, ensure efficient and effective flow of work through the office and ensure quality output.
3. Independently organize and prioritize multiple tasks in a demanding work environment.
4. Maintain a high level of confidentiality for items of a sensitive nature
5. Prepare and calculate expense claim forms.
6. Reconcile procurement card expenditures.

8. Develop and maintain a bring-forward system (both electronic and manual).
9. Prioritize incoming mail by identifying signature required, action, and reading items. Track items that require dated response.
10. 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.
11. Initiate, adjust and maintain daily schedule for the Associate Dean.
12. In collaboration with the Associate Dean /Dean’s Office/Operations Analyst review and interpret monthly budget reports and seek and/or provide clarification for existing discrepancies.
13. Provide necessary support for preparation of presentations and workshops.
14. Organize and maintain filing systems.
15. Provide administrative assistance and support to the Dean’s Office as necessary.
- QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE**Specific Accountabilities**

**Duties**

**Required Qualifications, Skills and Abilities (QSA)**
- 1. Certificate in Business/Office Administration, and/or an equivalent combination of education, training and experience.
2. Three (3) years recent/relevant experience in office administration. (i.e. working with multi-programs, departments and outside agencies).
3. Training or experience at the advanced level in the use of word processing and spreadsheet/database packages (i.e. MS Word, Outlook, Excel, PowerPoint and Access).
4. Training and/or experience in minute taking and transcribing minutes.
5. Effective interpersonal and communication (written and oral) skills.
6. Demonstrated organizational and problem-solving skills including the ability to take initiative and to multi-task with mínimal direction/supervision.
7. Proven ability to maintain confidentiality and manage sensitive information.
8. Working knowledge of administrative financial reporting.
9. Knowledge of and experience with common office procedures including filing structures for both electronic and manual systems plus excellent proofreading and editing skills.
10. Demonstrates valuing diversity.

**Desired QSA

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