Office Administrator- Collaborative Nurse Practitioner Program (CNPP)

Saskatchewan Polytechnic; Regina; On-site; CAD 48,000 - 60,000; Full time

Job summary

Saskatchewan Polytechnic Regina campus seeks an experienced Office Administrator to support the Collaborative Nurse Practitioner Program. You will work with the Academic Chair, Program Head, and faculty to streamline administrative workflows, coordinate staff tasks, and ensure efficient operations across offices and classrooms.

You will train and supervise administrative staff, prepare reports, and liaise with internal teams and external partners.

Qualifications

• Recognized office administration certificate or equivalent experience.
• Four years of recent administrative experience.
• Familiarity with office procedures and policy adherence.
• Proven minute-taking experience and accuracy.
• Strong interpersonal and communication abilities.
• Ability to work independently with minimal supervision.
• Demonstrates valuing diversity in a team setting.
• Proficiency with Brightspace and SharePoint or similar platforms.
• Experience coordinating workload and meetings for multiple staff members.

Responsibilities

• Coordinate workflow, staffing considerations, and staff orientation.
• Prepare reports, letters, and data requests with minimal supervision.
• Maintain filing systems and process manuals to ensure accessibility.
• Manage course-related administrative tasks and scheduling across programs.
• Respond to student and staff inquiries via phone, email, or in person.
• Coordinate program meetings, events, and travel arrangements as needed.
• Support coordination of academic scheduling and campus resources.
• Assist with data entry, attendance tracking, and course materials distribution.

Skills

Minute taking

Interpersonal skills

Organizational skills

Effective proofreading

Independent work

Diversity appreciation

Office procedures

Time management

Communication

Staff coordination

Education

Office administration certificate

Tools

Brightspace

SharePoint

Office software

Job description

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.

Competition Number

Competition Number P17996

Posting Title

Classification

Classification Band 6

Location

Location Saskatchewan Polytechnic Regina Campus

Other Location(s)

Building

Other Building

Date Posted

Date Posted 10/27/2026

Closing Date

Closing Date 11/05/2026

JIQ #

JIQ # 168

Start Date

Start Date 11/16/2026

End Date

Open Until Filled No

Ongoing

Ongoing Yes

Category of work

Category of work Full Time

Bargaining Unit

Bargaining Unit Professional Services

Hours of Work

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

Salary Range

Temporary Market Stipend

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

72 hours biweekly

Posting Status

Posting Status Open

Job Duties/Qualifications, Skills and Abilities(QSA)

Job Duties

Job Duties

The Office Administrator provides administrative support to the Collaborative Nurse Practitioner Program ( CNPP ). Working with the Academic Chair and Program Head(s) to understand priorities, allowing for coordination of the administrative work flow to support smooth operations for the Program. 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, oversight of daily program tasks and providing information to the students and potential/future students. Additionally, this position involves administrative support and collaboration with managers, coordinators, faculty, other departments within our school and brokered programs. The position may prepare communication and reports for internal and external partners, including ministry, external institutions and agencies, and provincial licensing bodies.

QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE

Specific Accountabilities

Coordination of Workflow

• Make recommendations to Academic Chair to ensure appropriate staffing leaves during peak periods and coordinate EDOs, vacation schedules, and time away for administrative staff.
• Provide orientation and training for new Professional Services office staff.
• Ensure the quality and timeliness of work completed by Professional Services office staff, following accurate guidelines.
• Plan and implement technology upgrades and replacements according to budget.
• Anticipate and coordinate priority work within program, including deadlines and meeting dates with internal partners or external agencies (i.e. accreditation or approval bodies, other important dates)

Report Preparation

• Reconcile monthly procurement card expenses and submit web requisitions for office equipment.
• Prepare reports, student issue letters (maintaining confidentiality), and requests with minimal supervision.
• Assist program heads with workload calculators and spreadsheets.
• Maintain comprehensive manual and electronic filing systems, procedure manuals, and data tracking sheets.

General Office Management:

• Answer questions from current and prospective students via phone, email, or in-person visits.
• Orientation: Provide new faculty with information on office procedures, forms, computer accounts, email, and office equipment.
• Assess and direct student and public inquiries, requiring judgment and quick decision-making.
• Apply required signatures on behalf of Academic Chair or Program Head where permission has been granted, and send documents to appropriate departments.
• Assist Academic Chair with booking hotels, car rentals, and scheduling meetings/events.
• Send general information and correspondence on behalf of the Academic Chair or Program Head.
• Setup: Arrange office space, phones, computers, keys, and furniture for new faculty.
• Communication: Update distribution lists for faculty and staff.
• Office Coordination: Oversee the physical facility, including office equipment, computers, furniture, and appliances.
• Supplies: Order office supplies through HBI or campus services.
• Liaison: Serve as a point of contact between the program and internal/external departments to resolve issues that arise.
• Technical Support: Solve minor issues with computers, printers, and other office equipment, referring to Tech Services when needed.
• Assistance: Help faculty with attendance submissions and validate reports.

Academic and Course Management Support:

• Brightspace Management: Update content, manage student enrollments, and post new information.
• Exam Assistance: Assist with online student exams and communicate with proctors/Test Centre as needed.
• Scheduling: Data entry for academic scheduling and room bookings. Review and check academic schedules with program heads, and meet with academic scheduling team to make necessary changes. Follow processes to collaborate with other departments to resolve room booking conflicts
• Course Access: Connect with enrollment services to get faculty access to courses on Brightspace.
• Exam Management: Format, create text files, and upload exams to online platform, and inform faculty teams.
• Student Lists: Verify student lists for all years of program, manage transfer credits, withdrawals, and required discontinuations.
• Welcome Packages: Prepare and send student welcome packages, organize orientation schedules, and coordinate with other internal departments (i.e. Student Services, Enrollment Services and Campus Health Nurse).
• Course Materials: Assist with formatting and sending faculty guides, course manuals, and exams.
• Handbooks: Maintain and distribute student handbooks for all campuses and partnered sites.
• Risk Management: 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)
• Course Plans: Finalize course assessment plans, outlines, and upload to SharePoint.
• Attendance Tracking: Create attendance sheets, monitor absences, and schedule meetings with students.
• Sponsorship: Submit information for sponsored students.
• SharePoint/Webpage: Maintain accurate dates and information.
• Contact Lists: Create and maintain current student list at program level.
• Oversight and coordination of administrative team members liaising with internal partners (i.e. student identification, textbook inventory and updating to new editions with retail services, convocation, interprofessional education experiences)
• Clinical Cards: Track and maintain clinical swipe cards for external agencies as required for faculty and students.

Meeting Coordination:

• Program Meetings: Oversight of administrative team to arrange and record minutes for all program meetings.
• Scheduling: Arrange meeting dates, times, locations, and book rooms or video conference rooms.
• Agenda and Documentation: Compile and distribute agendas, ensure documentation is available, and record proceedings.
• Travel and Catering: Make travel arrangements, book hotels, and arrange refreshments or catering.
• Student Meetings: Support Program Heads to arrange one-on-one meetings with students as required.

Duties

Required Qualifications, Skills and Abilities (QSA)

1. Recognized office administration certificate or an equivalent combination of education, training and experience which must include experience and/or training in minute taking.

2. Four years recent, relevant experience performing administrative work.

4. Knowledge of common office procedures, and ability to research and adhere to policies/procedures.

5. Effective interpersonal skills.

7. Effective organizational skills.

8. Effective proofreading skills, with attention to detail and accuracy.

9. Ability to work independently under generalized supervision.
10. Demonstrates valuing diversity.

Desired QSA

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)