Administrative Assistant, Medical Diagnostics

Saskatchewan Polytechnic; Saskatoon; On-site; CAD 40,000 - 47,000; Part time

Job summary

Saskatchewan Polytechnic Saskatoon Campus is seeking an Office Administrator for the Medical Diagnostics unit. You will coordinate administrative workflows, support program evaluations, and manage event planning and procurement tasks.

The role requires an office administration certificate, 4 years of experience, strong MS Office skills, and excellence in organization and communication. Hybrid support and campus resources may be involved.

Qualifications

• Recognized office administration certificate or equivalent training/experience, incl. minute taking.
• Four years of experience in administrative and clerical work.
• Intermediate level in MS Office Suite.
• Knowledge of common office procedures.
• Effective interpersonal and communication skills.
• Strong organizational and proofreading abilities.
• Ability to work independently under supervision.
• Demonstrates valuing diversity.

Responsibilities

• Coordinate administrative workflow to support Medical Diagnostics programs.
• Manage evaluations, textbook requisitions, accreditation activities, and scholarship information.
• Schedule meetings, take minutes, and prepare presentation materials.

Skills

Minute taking

Interpersonal skills

Organizational skills

Proofreading

Independent work

Effective communication

Diversity awareness

Education

Office administration certificate

Tools

MS Office Suite

Job description

Office Administrator, Medical Diagnostics

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Please see Special Instructions for more details.

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.

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.

Location Saskatchewan Polytechnic Saskatoon Campus

Hours of Work Regulated 36 hours (5/4 work pattern)

Salary Range $28.82 per hour - $34.44 per hour

Temporary Market Stipend

Total Assigned days (AC) / Total Hours per biweekly pay

72 hours per biweekly pay
Please note that this position is expected to work full-time hours; however, under the terms of the Collective Bargaining Agreement ( CBA ), it is classified as a part-time position because the appointment is for less than one academic year.

Job Duties/Qualifications, Skills and Abilities(QSA)

Job Duties

The Office Administrator 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 Medical Diagnostic Programs. The Office Administrator coordinates continuous improvement initiatives, develops templates and processes to eliminate duplication and errors, and trains new administrative staff. The Office Administrator ensures effective communication across various teams, arranges office resources for new faculty and staff and supports event planning.

The position also provides significant academic and program management support, including managing evaluations for multiple programs, handling textbook requisitions, assisting with accreditation processes and maintaining scholarship information. In addition, the individual is responsible for meeting coordination, taking meeting minutes, and preparing materials for presentations. Report preparation is a key aspect of the role, including reconciling procurement card expenses, tracking staff absences and timesheets, and creating purchase requisitions as requested by the Academic Chair.

QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE

Specific Accountabilities

Administrative Process Improvement

• Coordinate projects related to continuous improvement initiatives for effective and efficient departmental processes as directed by the Academic Chair of the Medical Diagnostics Department.
• Develop various forms, templates, and processes for ease of use and elimination of duplicating/errors for Academic Chair and over 60 staff members.
• Train/Mentor new administrative staff with Saskatchewan Polytechnic in addition to department needs and processes.
• Collaborate with other Saskatchewan Polytechnic departments within the School of Nursing and the School of Health Sciences to provide leadership in the design, implementation, and evaluation of strategic and quality improvement initiatives e.g. interprofessional education, research, and faculty mentorship.
• Facilitate departmental wide coordination of quality improvement projects and strategic initiatives.

General Office Administration

• Maintain a high level of confidentiality for items of a sensitive nature while assisting the Academic Chair with appointments, developing processes and other needs as required.
• Arrange office space, phones, computers, supplies, email accounts, furniture and office keys for new faculty and staff. Coordinate the moving of faculty from office to another as required.
• Facilitate assembly of orientation packages for new faculty and assist with orientation of faculty to the General Office procedures, forms and equipment.
• Event planning/catering for staff as required.
• Counsel staff and faculty on a daily basis on processes and forms of Saskatchewan Polytechnic in addition to specializing in word processing and formatting documents in alignment with the Medical Diagnostics Department internal policies.
• Assist Program Heads with various needs as requested.
• Assist Curriculum Coordinator with various needs as requested.
• Assist Clinical Coordinators with various needs as requested.
• Administration of department SharePoint pages online.
• Bring anticipated issues to the attention of the Academic Chair.
• Maintain strict confidentiality, research and/or retrieve information for compilation of documents, letters, reports, and special projects at the request of the Academic Chair.
• Provides correct information or referral to appropriate personnel.
• Maintain positive working relationships with campus and institute staff.
• Troubleshoot unexpected issues in a calm, mature, and respectful manner.
• Reply to routine matters and requests for information with minimal instruction.
• Foster a positive office environment and community spirit in the program.
• Arrange and attend meetings as required.
• Monitor and maintain level of office supplies.
• Assist other departments with word processing tasks as required.
• Collaborate with internal and external stakeholders to build processes for effective communication and conflict resolution.
• Provides correct information or referral
• Provide telephone answering, handles on-campus and off-campus student enquiries and messages.
• Support faculty in completing forms, submitting expenses, approval requests, and navigating SaskPolytech website
• Assist in timetable creation and maintenance for multiple programs.

Academic and Program Management Support

• Manage Learner, Faculty, Preceptor and Agency Evaluations for all courses in 5 different programs, didactive and clinical.
• Manage textbook requisitions (distribute to faculty, track and submit to bookstore), facilitate order of office supplies as required by staff of over 60.
• Assist Project Coordinator with gathering documentation for accreditation, setting up meetings and other duties as requested.
• Course outline annual review process
• Maintain and track accreditation documents for 5 programs.
• Maintain current scholarship information for students as required.
• Report and send copy of student absences to faculty as required.

Meeting Coordination and Support

• Meeting minutes for up to 5 programs (minimum twice per week).
• Schedule all faculty and departmental meetings through Outlook.
• Make appointments for the Academic Chair using a shared Outlook calendar.
• Create/format material for the Academic Chair’s presentations to students, faculty and external stakeholders (Saskatchewan Health Authority)
• Accurately record, transcribe minutes and ensure prompt and appropriate distribution of same.

Report Preparation

• Reconcile monthly procurement card expenses.
• Track and reconcile staff absences and timesheets of more than 60 staff members.
• Reconcile the monthly Procurement card expenses ensuring that all receipts have been obtained and any statement discrepancies are corrected.
• Create and manage webreqs (electronic purchase requisitions) as per Academic Chair requests.

Duties

Required Qualifications, Skills and Abilities (QSA)

1. Recognized office administration certificate or an equivalent combination of training and experience which must include experience and/or training in minute taking.
2. Four years experience performing administrative and clerical work.
3. Training or experience at the intermediate level in the use of common software packages, i.e. MS Office Suite.
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.

Posting Supplemental Questions

• * 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)