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Administrative Coordinator

2 months ago

Saskatchewan, Canada Saskatchewan Polytechnic Full time

Job Summary

Saskatchewan Polytechnic is seeking an experienced Administrative Assistant to provide administrative support to the dental assisting program. The successful candidate will be responsible for providing in-depth information to the general public, potential students, applicants, students, faculty, and staff regarding admission requirements, policies, and procedures, program content, and clinical operations.

Key Responsibilities

  • Provide administrative support to the dental assisting program, including the clinical support staff, faculty, and program head.
  • Assist with the preparation and delivery of manuals, course packs, examinations, and other materials as needed for students enrolled in the Dental Hygiene program.
  • Organize applicants' portfolios and prepare data for the high-demand program selection process.
  • Advise students regarding the Prior Learning Assessment and Recognition (PLAR) process, handle PLAR applications, fees, and schedule challenge exams.
  • Accurately type, photocopy, and distribute documents, including timetables, correspondence, proposals, information packages, etc.
  • Track and record student information, including grades, attendance, first aid/CPR certification, and other required information.
  • Maintain a comprehensive filing system, both electronic and manual.
  • Coordinate practicum experiences for dental assisting students.
  • Arrange meetings, draft agendas, accurately record, transcribe, and distribute minutes.
  • Assist with the scheduling of classes and relief instructors.
  • Provide relief for proctoring when required.
  • Process procurement requisitions by Webreq/credit card and reconcile monthly statements.
  • Build online section requests for continuing education courses.
  • Create and format posters, appointment cards, forms, and dental charts for use in the dental clinic.
  • Organize the renewal of faculty and staff CPR.
  • Arrange for the payment of professional fees for all dental programs.

Qualifications, Skills, Abilities, and Experience

  • Grade 12 plus a recognized office administration certificate/diploma or an equivalent combination of training and experience, which must include training and/or experience in minute taking and transcribing minutes.
  • Minimum of two years recent and relevant experience in administrative and clerical work.
  • Training and/or experience at the intermediate level in the use of common software packages, i.e., MS Office Suite, which must include Excel.
  • Knowledge of common office procedures.
  • Effective interpersonal skills.
  • Effective communication skills.
  • Effective organizational skills.
  • Effective proofreading skills.
  • Ability to work independently under generalized supervision.
  • Demonstrates valuing diversity.