Competition Number
P16718
Posting Title
JOB CHALLENGE - Office Administrator, Perioperative Nursing & Medical Device Reprocessing Technician Programs
Classification
Band 6
Location
Saskatchewan Polytechnic Regina Campus
Other Location(s)
Building
Other Building
Date Posted
06/05/2025
Closing Date
06/13/2025
JIQ #
JEQ169
Start Date
05/28/2025
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
$28.82 - $34.44
Temporary Market Stipend
Incumbent
Cathy Chao
Total Assigned days (AC) / Total Hours per biweekly pay
Regulated 36 hours (5/4 work pattern)
Posting Status
Open
Please note this is not an application for a vacant position. It is Job Challenge posting as per Article 13.4.2.1 and Appendix D Letter of Understanding. Only eligible applicants will be contacted.
This position is based at the Regina Campus, providing on-site support for Program Head and both on-site and remote support for faculty and students within the Perioperative Nursing and Medical Device Reprocessing Technician programs. Comfort with technologies, ability to coordinate and administer zoom sessions, and navigation in a variety of online platforms is required in the role.
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.
This position is based at the Regina Campus, providing on-site support for Program Head and both on-site and remote support for faculty and students within the Perioperative Nursing and Medical Device Reprocessing Technician programs. Comfort with technologies, ability to coordinate and administer zoom sessions, and navigation in a variety of online platforms is required in the role.
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
The Office Administrator, Specialty Nursing provides administrative support to the Academic Chair and Programs Heads for specialty nursing programs. This position provides program information and liaison services for current students, internal and external stakeholders, and potential students.
The position is responsible for maintaining and ensuring efficient and effective level of development and coordination of processes related to the administration of programs in the specialty nursing programs. The individual is required to work well with diverse groups from various cultures, backgrounds, and with different learning needs and will need to correspond with each in a sensitive manner to positively represent the programs. Simple advisory and troubleshooting support to the faculty, staff and students is provided by this position as well as maintaining and ordering all office supplies and program expenses.
QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE
Specific Accountabilities
Administrative Support
- Act as a first line response, troubleshoot/respond to urgent matters and requests to provide information to management, faculty, staff, and students, and external agencies.
- Access and resolve a diverse range of routine issues and inquiries with minimum supervision, either handle the inquiry or direct it to the appropriate person or area, using sound judgment and quick decision-making skills. Ensure that only those which cannot be handled by someone else are brought forward for resolution.
- Make appointments for program heads and academic chairs using shared Outlook Calendar.
- Anticipate administrative requirements and handle routine matters, ensure efficiency and effective workflow throughout the office and ensure quality outcomes.
- Independently organize and prioritize multiple tasks in a demanding work environment.
- Monitor emails for issues of High Importance and refer to the appropriate person/department or OOS supervisor.
- Assist the program heads in prioritizing incoming work by reviewing the action items from meetings.
- Assist in researching information for program heads for compiling documents, reports, letters, and special projects maintaining confidentiality.
- Ensure all documents, reports, and presentations comply with the Saskatchewan Polytechnic visual guidelines as set out by communications and marketing.
- Orient new staff on policies and procedures.
- Bring anticipated issues to the Program Heads.
Financial Management
- Prepare and calculate expense claims for the faculty and staff, ensure all required receipts are included and forwarded to the appropriate level for payment.
- Reconcile procurement card expenditures.
- Coordinate out of town travel via rental, dining, and accommodations for program head, academic chair, and faculty staff.
- Coordinate out of town travel via airline and accommodations for program heads or academic chairs.
Coordination of Workflow
- Develop processes and ensure successful coordination of processes related to the administration of specialty nursing programs
- Proactively identify opportunities for process improvement
- Anticipate and coordinate priority work within specialty nursing programs, including deadlines and meeting dates with internal partners or external agencies (i.e. accreditation or approval bodies, contract dates)
Document and Data Management
- Develop and/or amend various forms and templates.
- Prepare, draft, and format contracts and reports as required for internal and external partners, including employee service contracts.
- Prepare, draft, and format documents for committee meetings and as needed for accreditation/approval bodies.
- Prepare, draft, and format clinical/student placement agreements as required.
- Manage, track, and compile data from the program’s ongoing self-assessment and quality assurance program for statistical and accreditation purposes.
- Maintain office equipment and arrange for repair and replacement of equipment when required.
- Manage, track, and compile data related to student risk management and progression through program.
- Provide support for data entry and tracking related to clinical placements (i.e. HSPnet), including managing software related to clinical experiences.
- Data entry for academic scheduling and room bookings, including liaising with other internal departments to prepare online course sections for delivery.
Duties
Required Qualifications, Skills and Abilities (QSA)
1. Recognized office administration certificate or an equivalent combination of education, training and experience, including training and/or experience in minute taking.
2. Four years’ recent, relevant experience in administrative work.
3. Intermediate computer skills and experience with software packages including but not limited to word processing, spreadsheets, databases, email, video communications and Internet browsers.
4. Excellent proofreading and editing skills.
5. Effective interpersonal and communication skills, including both oral and written.
6. Demonstrated organizational and problem-solving skills including the ability to take initiative and to multi-task with minimal direction/supervision.
7. Proven ability to maintain confidentiality and manage sensitive information.
8. Ability to function as a team member in an ever-changing environment.
9. Demonstrates valuing diversity.
Desired QSA
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