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Provide first-line support to program heads, instructors, and students..
Respond to requests for information/issues, determine resolution path, and handle or refer as appropriate..
Anticipate administrative requirements and manage routine matters..
Independently organize and prioritize multiple tasks..
Support academic status forms under direction of the program head and send to Enrolment Services for processing..
Update the electronic Student Handbook..
Develop and maintain comprehensive manual and electronic filing systems for classroom-related materials..
Monitor, purchase, and maintain inventory of office supplies, forms, and materials..
Maintain records for purchase orders, invoices, packing slips, and related transaction documents..
Distribute incoming/outgoing mail for program heads and instructors..
Perform common office procedures (messages, scanning, printing, faxing, photocopying) and provide technical/administrative assistance..
Coordinate with Audio Visual or Facilities for equipment, office, or classroom issues..
Assist with invigilation duties if required..
Assist with coordinating exam and invigilation schedules and exam room bookings..
Support planning, setup, and minute taking for internal and external events..
Maintain multiple versions of assessments (midterm, final, quizzes, etc.)..
Schedule student appointments for program heads..
Develop, implement, monitor, and improve department-wide administrative procedures, standards, and guidelines..
Lead/administer/monitor administrative projects and services as requested..
Develop templates and processes for creating/revising/collecting/organizing departmental resources and assist faculty with composition/editing..
Design, organize, and maintain access to collaborative sites for school/programs..
Use Saskatchewan Polytechnic web requisitions system to order goods/materials and pay invoices..
Assist faculty with acquisition and organization of resource materials required for programs/courses..
Maintain program landing pages in Brightspace and webpages..
Provide support to program heads related to program handling at regional colleges..
Maintain excellent relations with stakeholders (faculty, students, program heads, administrative staff, and external/internal customers)..
Create and maintain program textbook spreadsheets and send updated requirements to programs/Bookstore for ordering.
Requirements summary
Grade 12 and a Certificate in office administration/business/management or equivalent combination of training and experience..
Two years’ recent experience in an administrative level position..
Intermediate-level training/experience with common software packages (Microsoft Office)..
Data and records management skills..
Strong analytical and problem-solving skills..
Excellent communication (oral and written) and interpersonal skills; service excellence..
Ability to organize, prioritize, and handle multiple tasks and changing priorities with flexibility, good judgment, and accuracy..
Ability to manage confidential/sensitive information..
Ability to take initiative and work with limited supervision..
Demonstrates valuing diversity..
Intermediate to advanced knowledge of Banner is an asset.
Grade 12Certificate in office administration/business/management (or equivalent combination of training and experience)SchedulingAdministrative supportInterpersonal skillsService excellenceStrong analytical and problem-solving skillsValuing diversityStakeholder liaisonExcellent oral and written communication
Job description
Office Assistant - School of Business and Entrepreneurship Job Content (SDF) Details Job Content (SDF) Details Competition Number P17586 Posting Title Office Assistant - School of Business and Entrepreneurship Classification Band 5 Location Saskatchewan Polytechnic Moose Jaw Campus Other Location(s) Building Other Building Date Posted 05/29/2026 Closing Date 06/21/2026 JIQ # 065 Start Date 06/15/2026 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 $25.48/hr to $30.45/hr Temporary Market Stipend Incumbent Total Assigned days (AC) / Total Hours per biweekly pay 36 hours per week (5/4) Posting Status Open Special Instructions to Applicants 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 in Arts and Sciences and Business as well as to the instructors within the School of Business and Entrepreneurship in a variety of ways, including but not limited to organizing/overseeing departmental course materials, ordering/managing supplies, document creation and maintenance, data/records management, scheduling, collating information, LMS management and updates and liaising between Business and other ancillary departments In addition to helping with regular, day-to-day administrative duties supporting the program head and faculty.
The office assistant will communicate with students, instructors, Enrolment Services, Student Services, IT and other ancillary departments where required.
Additionally, this role will support the planning and execution of internal and external events.
QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE 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.
Appointment scheduling
Prioritization and multitasking
Mail distribution
Course materials organization
Supplies inventory management
Document creation and maintenance
Data and records management
Collating information
LMS management and updates
Event planning and execution support
First-line customer service
Problem triage and referral
Academic status forms processing support
Filing systems (manual and electronic)
Purchase order/invoice/packing slip recordkeeping
Common office procedures (scan/print/fax/photocopy)
Audio visual/facilities coordination
Exam scheduling and room bookings support
Minute taking support
Assessment version management
Administrative procedure development and improvement
Administrative projects and services coordination
Template/process development
Collaborative site access administration
Web requisitions system ordering and invoice payment support
Brightspace and webpage maintenance
Textbook spreadsheet maintenance and coordination
Confidential/sensitive information handling
Microsoft Office (intermediate level)
Judgment and accuracy under time constraints
Banner (intermediate to advanced knowledge) - asset
3.
Anticipate administrative requirements and handle routine matters.
4.
Independently organize and prioritize multiple tasks.
5.
Complete academic status forms under the direction of the program head and send to Enrolment Services for processing.
6.
Update electronic Student Handbook.
7.
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.
8.
Monitor, purchase and maintain an inventory of office supplies, forms, and materials.
9.
Maintain copies of purchase orders, invoices, packing slips and other supporting documents regarding transactions within the respective org codes.
10.
Distribute incoming/outgoing mail for program heads and instructors.
11.
Perform common office procedures: take messages, scan, print, fac, photocopy, and provide technical and/or administrative assistance.
12.
Work with Audio Visual or Facilities for equipment, office or classroom issues.
13.
Assist with invigilation duties if required.
14.
Assist program head(s) with coordinating exam and invigilation schedules and exam room bookings.
15.
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.).
16.
Maintain multiple versions of assessments (i.e., midterm, final, quizzes, etc.).
17.
Schedule student appointments for program head(s).
18.
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).
19.
Lead, administer, and monitor administrative projects and services as requested by the program heads and faculty.
20.
Develop templates and processes for creating, revising, collecting, and organizing departmental resources including but not limited to course manuals, exams and other assessments, PLAR materials, presentations, handouts, schedules, etc., and to assist faculty with composition and editing of such documents.
21.
Design, organize, and maintain access to collaborative sites on behalf of the School(s) or program(s).
22.
Use the Saskatchewan Polytechnic web requisitions system to order goods and materials for the department and to pay invoices.
23.
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.
24.
Maintain the program(s) landing pages in Brightspace and webpages.
25.
Provide support to the program heads related to handling of program(s) at the Regional Colleges.
26.
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.
27.
Create and maintain program textbook spreadsheet and send updated list of requirements to programs or Bookstore for ordering.
Duties
Required Qualifications, Skills and Abilities (QSA) 1. Grade 12 and Certificate in office administration/business/management or an equivalent combination of training and experience. 2. Two years’ recent experience in an administrative level position. 3. Training and/or experience, at the intermediate level, in the use of common software packages (i.e. Microsoft Office). 4. Data and records management and skills 5. Strong analytical and problem-solving skills 6. Excellent communication (both oral and written) and interpersonal skills. 7. Strong interpersonal skills along with service excellence skills 8. Ability to organize, prioritize and handle multiple tasks and changing priorities within given time constraints with flexibility, good judgment and accuracy. 9. Ability to manage confidential/sensitive information. 10. Ability to take initiative and work with limited supervision. 11. Demonstrates valuing diversity. 12. Intermediate to advanced knowledge of Banner would be an asset. Desired QSA
Required Competencies
Posting Supplemental Questions Required fields are indicated with an asterisk (*).
How did you hear about this position? Saskatchewan Polytechnic Careers Site Newspaper LinkedIn Workopolis SaskJobs.ca Social Media Personal Referral Other If you answered 'Other' above, please specify source here: (Open Ended Question) Applicant Documents Required Documents Resume Cover Letter Optional Documents List of Reference Contacts
