Office Administrator, Education and Community Services

Office Administrator, Education and Community Services
Saskatchewan Polytechnic considers the diversity of our workforce to be one of 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.

Location:

Saskatchewan Polytechnic, Saskatoon Campus

Salary: $2,075.08 to $2,479.38 bi-weekly (Regulated 36 hours)

Responsibilities
The Office Administrator, Education and Community Services works with the Academic Chair and Program Head(s) to understand priorities, allowing for coordination of the administrative workflow to support smooth operations for the Education and Community Services Programs. The Office Administrator provides administrative support to the program head, academic chair and faculty of the program. This role includes training and coordination of work for other administrative staff in the program area, managing daily tasks of the program and providing information to the students and potential/future students.

This position is responsible for developing, maintaining and improving the school-wide administrative processes. Additionally, this position operates as a liaison for the school with other senior-level offices, external parties (industry and partnerships) and Saskatchewan Polytechnic departments.

This position supports the Disability Support Professional program, Child and Youth Care Program and Therapeutic Rec program.

General Administrative Duties

Act as first line response to urgent matters and requests.

In the absence of the Academic Chair, monitor emails for high-priority items and follow through as appropriate.

Monitor and be familiar with policies and contacts within the School.

Develop and maintain a bring forward/tracking system for action items.

Maintain equipment and arrange for repair or replacement as required.

Maintain an inventory of office supplies, forms and materials needed.

Maintain a high level of confidentiality.

Prioritize incoming mail by reading items, identifying and tracking actions.

Provide project support for inter‑campus and cross‑divisional projects such as curriculum development, marketing, renovations, etc.

Conduct research for the school as a whole.

Support the department’s communication processes ensuring good internal and external communications.

Operate as a contact for external organizations.

Send emails and meeting requests on the behalf of the Academic Chair.

Develop, organize and manage filing systems for the office. Ensure government archiving regulations are followed where necessary.

Manage the Academic Chair’s calendar and monitor, review and respond to emails on behalf of the Academic Chair.

Administrative Process Improvement Initiatives

Anticipate administrative requirements and handle routine matters, so there is an effective flow of work through the office, ensuring quality output.

Independently organize and prioritize multiple tasks in a demanding work environment.

Develop, organize, and manage divisional quality control filing systems.

Develop, organize and maintain the common shared computer drive for the Academic Chair, Program Heads and faculty, ensuring restricted access to various areas and documents are strictly adhered to.

Design, development and continuous upkeep of department operational and administrative processes and documents within the school.

Scheduling

Arrange and record minutes for Program Advisory Committee (PAC), monthly divisional meetings for Program Heads and other scheduled meetings. Assist meeting chair in maintaining a consistent flow of the agenda.

Arrange meeting dates, times, locations, and book rooms or video conference rooms.

Compile and distribute agendas, ensure documentation is available, and record proceedings. Create personalized name cards for all participants.

Transcribe minutes in a timely manner. Ensure prompt distribution of minutes including any…