Office Assistant, School of Ict

3 weeks ago

Regina, Canada Saskatchewan Polytechnic Full time

**Competition Number**
- P14286**Posting Title**
- Office Assistant, School of ICT**Classification**
- Band 5**Location**
- Saskatchewan Polytechnic Regina Campus**Other Location(s)**

**Building**

**Other Building**
- remote office may be considered**Date Posted**
- 06/09/2023**Closing Date**
- 06/20/2023**JIQ #**

**Start Date**
- 08/01/2023**End Date**

**Open Until Filled**
- No**Ongoing**

**Category of work**
- Full Time**Bargaining Unit**
- Professional Services**Hours of Work**
- Regulated 36 hours (5/4 work pattern)**Salary Range**
- As per Professional Salary Grid**Temporary Market Stipend**

**Incumbent**

**Total Assigned days (AC) / Total Hours per biweekly pay**
- 72 hours bi-weekly, as per the collective agreement**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 as well as to the instructors within the School of ICT in a variety of ways, including but not limited to organizing/overseeing departmental course materials, ordering/managing supplies, word processing, editing/formatting, scheduling, and collating information. In addition to helping with regular, day-to-day administrative duties supporting the program head and faculty, this position must also support the growing portfolio of online courses. This will require the administrator to communicate with current and prospective students. Additionally, this role will support the planning and execution of internal and external events.
The administrator will report to the program heads the School of ICT.
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. 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.
6. Monitor, purchase and maintain an inventory of office supplies, forms, and materials.
7. Maintain copies of purchase orders, invoices, packing slips and other supporting documents regarding transactions within the respective org codes.
8. Distribute incoming/outgoing mail for program heads and instructors.
9. Perform common office procedures: take messages, scan, print, fac, photocopy, and provide technical and/or administrative assistance.
10. Work with Audio Visual or Facilities for equipment, office or classroom issues.
11. Assist with invigilation duties if required.
12. Assist program head(s) with coordinating exam and invigilation schedules and exam room bookings.
13. 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.).
14. 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).
15. Lead, administer, and monitor administrative projects and services as requested by the program heads and faculty.
16. Design, organize, and maintain access to collaborative sites on behalf of the School(s) or program(s).
17. Use the Saskatchewan Polytechnic web requisitions system to order goods and materials for the department and to pay invoices.
18. 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.
19. Maintain the program(s) landing pages in Brightspace and webpages.
20. 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.
21. Create and maintain program textbook spreadsheet and send updated list of requirements to programs or Bookstore for ordering.- QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE**Specific Accountabilities**

**Dut

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