Administrative Assistant, Medical Diagnostics

Saskatchewan Polytechnic Alumni; Saskatoon; On-site; CAD 48,000 - 57,000; Full time

Job summary

Saskatchewan Polytechnic is seeking an Administrative Assistant for the Medical Diagnostics Programs at Saskatoon Campus. The role provides administrative services to 8 programs across 2 schools, under the Academic Chair, and supports a fast-paced team.

Responsibilities include scheduling, document production, information management, mail, forms, and maintaining MDD pages. A certificate in Office Administration or equivalent is required.

Qualifications

• Minimum of a recognized office administration certificate or equivalent training/experience.
• Experience in minute taking and transcribing minutes preferred.
• Proficient with MS Office, Zoom and SharePoint.

Responsibilities

• Provide administrative services and support to 8 programs across 2 schools.
• Manage scheduling, correspondence and filing systems.
• Maintain electronic filing and program documents, and produce templates.
• Proofread documents for accuracy and formatting.
• Organize meetings, take minutes, and distribute records.
• Coordinate and support academic and clinical activities.

Skills

Effective communication

Organizational skills

Proofreading

Interpersonal skills

Attention to detail

Education

Office administration certificate

Equivalent training/experience

Tools

MS Office Suite

Zoom

SharePoint

Job description

Job Details

Competition Number P17773

Posting Title Administrative Assistant, Medical Diagnostics

Classification Band 5

Location Saskatchewan Polytechnic Saskatoon Campus; Other Location(s) Building Saskatoon Campus, Idylwyld Dr.; Other Building

Date Posted 07/20/2026

Closing Date 07/29/2026

JIQ # 164 Start Date 08/17/2026 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 $1,834.50 - $2,192.69 bi-weekly

Temporary Market Stipend Incumbent Total Assigned days (AC) / Total Hours per biweekly pay 72 hours per biweekly pay

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

The Administrative Assistant, Medical Diagnostics Programs works with a team of administrative professionals to ensure efficient, professional and effective program operations for faculty and students. The Administrative Assistant provides administrative services and support to 8 programs across 2 schools. This position is accountable to the Academic Chair of the Medical Diagnostics Department and provides departmental level administrative support. With a fast-paced environment, heavy workload and tight timelines, this position is responsible for a diverse range of job functions.

This position requires the ability to understand, express and apply complex processes and administrative concepts in a multi-disciplinary environment.

General Administrative Duties

• Anticipate administrative requirements and handle routine matters, ensure efficient and effective flow of work through the office and ensure quality output.
• Independently organize and prioritize multiple tasks in a demanding work environment to ensure the production of quality work while meeting required deadlines.
• Communicate effectively with the public/staff and establish working relationships with campus staff in other schools as appropriate, providing correct information or referral.
• Provide telephone answering, handle on-campus and off-campus student enquiries and messages.
• Provide program information for 8 programs within 2 schools, answer general enquiries and channel them to appropriate personnel.
• Develop various forms and templates for ease of use and elimination of duplicating/errors.
• Determine format/style to be used and communicate with staff regarding requirements, preferences.
• Establish and maintain up-to-date comprehensive electronic filing system on various shared drives.
• Proofread, ensuring accuracy and visual acceptability.
• Create tables, templates, and other computer generated documents using sound judgment, and extensive knowledge about proper formatting/keyboarding
• Type, photocopy, and scan documents.
• Import graphics into documents.
• Name and store files electronically in appropriate fashion and location.
• Maintain MDD our Collaborate pages online.
• Collate all updated documents for review by Office Administrator ensuring all formatting and MDD protocols are met
• Pick up and distribute mail.
• Dispose of alkaline batteries and used toner cartridges.
• Maintain positive working relationships with campus and institute staff.
• Reply to routine matters and requests for information with minimal instruction.
• Monitor and maintain level of office supplies.
• Orientate new staff/faculty regarding office procedures, forms and equipment.
• Records data management.
• Foster a positive office environment and community spirit in the program.
• Troubleshoot unexpected issues in a calm, mature, and respectful manner.
• Ability to organize/prioritize high volume workload for both Clinical Coordinators and MDD programs with the need for detailed, precise work

Academic and Clinical Support

• Access/manage Clinical Coordinator calendars/schedule appointments
• Prepare confirmation letters for students.
• Provide national examination support (CSMLS, CAMRT) as required.
• Clinical competency support as required.
• HSPnet support as required.
• Immunizations-set up immunization tracking documents for all MDD programs.
• Document production and editing of schedules, exams, quizzes, correspondence, course manuals, instructor guides, meeting minutes, at an advanced computer skill level.
• Course outline annual review process
• Maintain and track accreditation documents for 4 programs.
• Assist in timetable creation and maintenance for multiple programs.
• Report and send copy of student absences to faculty as required.
• Initiate, collate and file student graduate references.

Meeting Scheduling and Support

• Attend/record faculty planning meetings for up to 5 programs.
• Set up meetings and organize required documents as required.
• Arrange, prepare documents, and attend/record preceptor orientation meetings.
• Accurately record, transcribe, and distribute minutes appropriately and in a timely manner.
• Maintain current scholarship information for students as required.
• Arrange and attend meetings as required.

Duties Required Qualifications, Skills And Abilities (QSA)

• Recognized office administration certificate or an equivalent combination of training and experience.
• Minimum of two years recent and relevant experience in administrative and clerical work, including training and/or experience in minute taking and transcribing minutes.
• Training and/or experience at the intermediate level in the use of common software packages, i.e. MS Office Suite, Zoom and SharePoint.
• Knowledge of office procedures and ability to research and adhere to policies/procedures.
• Effective interpersonal skills.
• Effective communication skills.
• Effective organizational skills.
• Effective proofreading skills and attention to detail and accuracy.
• Ability to work independently in a supportive environment.
• Demonstrates valuing diversity.

Required Documents

• Resume

Optional Documents

• Cover Letter