Office Assistant

3 months ago


Regina, Canada Saskatchewan Polytechnic Full time

**Competition Number**
- P15877**Posting Title**
- Office Assistant**Classification**
- Band 5**Location**
- Saskatchewan Polytechnic Regina Campus**Other Location(s)**
- Saskatchewan Polytechnic Regina Campus**Building**
- Regina Campus, Parkway Building**Other Building**

**Date Posted**
- 09/23/2024**Closing Date**
- 10/03/2024**JIQ #**
- 60075**Start Date**
- 10/07/2024**End Date**
- 06/30/2025**Open Until Filled**
- No**Ongoing**
- No**Category of work**
- Part Time (Full Time Hours)**Bargaining Unit**
- Professional Services**Hours of Work**
- Regulated 36 hours**Salary Range**
- $25.48/hr - $30.45/hr**Temporary Market Stipend**

**Incumbent**

**Total Assigned days (AC) / Total Hours per biweekly pay**
- Monday - Friday 8:00-4:30**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**

**Provide administrative support to the consultant, administrator, and faculty within the Centre for Continuing Education.**
- Respond to information requests internally & externally
- Provide information and assistance to faculty
- Monitor enrollments on the registration database
- Verify student records
- Address client/student concerns and forward as required
- Proofread, edit, and format documents

**Manage the administrative process and delivery of Continuing Education programs and courses online, on, and off campus**

***
- Send out information packages
- Order manuals, resources and supplies
- Book classrooms/labs/shops, coordinate labs
- Process, ship, and track exam requests
- Create and mail statements of completion
- Query access to Banner for checking student contact information, cross referencing class lists, and student history

**General administrative support**
- Maintain a comprehensive filing system
- Oversee archiving of office files
- Provide training and assistance in the set up and operation of office equipment
- Process incoming and outgoing mail
- Plan and implement processes for improved efficiency and communication
- Event planning for workshops, orientation events and meetings
- Effective minute taking
- Photocopying, printing, and scanning

**Database management**
- Maintain and enter data on reporting spreadsheets
- Monitor and enter data in databases

**Course set-up and maintenance**
- Assist administrator with setup and maintenance of sections
- Cancel sections and notify students as needed
- Monitor enrollment
- Review CE website for accuracy

**Communication and Problem Solving**
- Collaborate with internal and external stakeholders to build processes for effective communication and conflict resolution
- Develop and manage professional relationships with internal and external stakeholders
- Maintain a high level of confidentially and privacy
- Adhere to the CE Customer Service Charter
- QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE**Specific Accountabilities**

**Duties**

**Required Qualifications, Skills and Abilities (QSA)**
- Grade 12 plus a recognized office administration certificate/diploma or an equivalent combination of training and experience
- Minimum one year of recent and relevant experience performing administrative and/or clerical work.
- Training and/or experience at the intermediate level in the use of common software packages, i.e. MS Office Suite.
- Knowledge of common office procedures including use of office equipment.
- Effective interpersonal skills.
- Effective communication skills.
- Effective organizational skills.
- Effective experience in minute taking and proofreading skills.
- Ability to work independently under generalized supervision.
- Demonstrates valuing diversity.

**Desired QSA



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