Administrative Assistant

**Competition Number**
- P15884**Posting Title**
- Administrative Assistant**Classification**
- Band 5**Location**
- Saskatchewan Polytechnic Regina Campus**Other Location(s)**

**Building**

**Other Building**

**Date Posted**
- 09/06/2024**Closing Date**
- 09/16/2024**JIQ #**
- 30065**Start Date**
- 09/23/2024**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**
- $1,834.50 - $2,192.69 biweekly**Temporary Market Stipend**

**Incumbent**

**Total Assigned days (AC) / Total Hours per biweekly pay**
- 72 hours biweekly**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**
- 1. Provide in depth, current and accurate information regarding the program to the general public, potential students, applicants, students, Saskatchewan Polytechnic faculty and staff, external institutions and agencies regarding admission requirements, policies and procedures, program content and clinical operations.
2. Provide administrative support to the dental assisting program including the clinical support staff, faculty and program head.
3. Assist with the preparation and delivery of manuals, course packs, examinations and other materials as needed for students enrolled in the Dental Hygiene program.
4. Organize applicants’ portfolios and prepare data (calculate and tabulate results of ranked evaluated points) for high demand program selection process.
6. Accurately type, photocopy, and distribute documents that may include timetables, correspondence, proposals, information packages, etc.
7. Track and record student information including grades, attendance, first aid/CPR certification, and any other information as required.
8. Maintain a comprehensive filing system (both electronic and manual).
9. Coordinate practicum experiences for dental assisting students.
10. Arrange meetings, draft agendas, accurately record, transcribe and distribute minutes.
11. Assist with the scheduling of classes and relief instructors.
12. When required provide relief for proctoring.
13. Process procurement requisitions by Webreq/credit card; reconcile monthly statements.
14. Build online section requests for continuing education courses.
15. Create and format posters, appointment cards, forms and dental charts for use in the dental clinic.
16. Organize renewal of faculty and staff CPR.
17. Arrange for payment of professional fees for all dental programs.- QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE**Specific Accountabilities**

**Duties**

**Required Qualifications, Skills and Abilities (QSA)**
- 1. 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.
2. Minimum of two years recent and relevant experience in administrative and clerical work.
3. Training and/or experience at the intermediate level in the use of common software packages, i.e. MS Office Suite., which must include Excel.
4. Knowledge of common office procedures.
5. Effective interpersonal skills.
6. Effective communication skills.
7. Effective organizational skills.
8. Effective proofreading skills.
9. Ability to work independently under generalized supervision.
10. Demonstrates valuing diversity.

**Desired QSA