Office Assistant, Educational Assistant & Early Childhood Education

Saskatchewan Polytechnic

Saskatoon

On-site

CAD 38,000 - 48,000

Full time

3 days ago

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Job summary

Saskatchewan Polytechnic is seeking an Office Assistant, Educational Assistant & Early Childhood Education to provide crucial administrative support for four programs within the School of Education and Community Services. The role involves reception duties, document management, attendance tracking, and coordinating communications with faculty, staff, and students across SaskPolytech campuses.

Ideal candidates will have Grade 12 plus an Office Administration certificate, two years of related

Qualifications

Two years recent and relevant experience performing administrative and clerical work.
Effective interpersonal skills and strong organizational abilities.
Ability to take minutes and support multiple programs.

Responsibilities

Provide administrative and reception support for students, faculty and Program Heads.
Manage attendance and student records, and assist with course materials and documents.
Support Brightspace program pages and course outlines across campuses.
Assist with scheduling, communications, and meeting minutes for committees.

Skills

Interpersonal skills

Organizational skills

Minute taking

Administrative support

Education

Grade 12 + Office Administration cert

Job description

Office Assistant, Educational Assistant & Early Childhood Education

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.

SaskPolytech 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.

Category of work Full Time

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

Location Saskatchewan Polytechnic Saskatoon Campus

Building

Other Building

Start Date 11/09/2026

Closing Date 11/04/2026

Salary Range Temporary Market Stipend

Total Assigned days (AC) / Total Hours per biweekly pay Full-Time 72 hours bi-weekly
Monday-Friday 8:00am-4:30pm
5/4 Work pattern

Job Duties/Qualifications, Skills and Abilities(QSA)

Job Duties

The Office Assistant, Educational Assistant & Early Childhood Education is responsible for assisting a varied and diverse range of job functions to ensure efficient and effective program delivery. This position provides administrative and reception support for students, faculty and Program Heads of four programs with the School of Education and Community Services.

This position provides general information and communication with faculty, Saskatchewan Polytechnic staff, including the Dean's office and Continuing Education Consultant, outside agencies, Regional Colleges and students as well as the processing of information and documents related to this function. This position supports the Program Advisory Committee for their relevant programs. A major component of this position is the responsibility for curriculum revisions to course manuals, outlines, and related documents. This requires excellent organizational and time management skills with an ability to work independently, proficiency in editing and proofreading while adhering to deadlines.

QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE

Specific Accountabilities

Orientation and Student Services

Set up agendas for orientation and invite staff from the library, student services, student association, Health and Safety, etc.

First point of contact for all inquiries for the Education and Community Services programs on SaskPolytech website

Look after the consent to release information forms for assigned programs on all campuses, and send to registration

Send out touchpoint emails for Spring Orientation including an orientation video or PowerPoint

Update touchpoint emailing through spring and summer

Track student attendance by recording attendance and percentage of classes missed – daily

Create new files each year for attendance, daily absence log, student files, student success, etc.

Send out letters for AWOL and attendance warning letters – daily

Send attendance records for funded students to the funding agency

Set up Brightspace attendance each semester

Monitor attendance for flags when a student is over a certain percentage and notify the Program Head.

Student attendance: receive attendance emails, distribute emails to instructors, save emails to students’ files

Manage attendance for sponsored students and send monthly statements to sponsoring agencies

Notify instructors of student(s) dropping classes or withdrawing from a program

Academic and Course Management

Distribute class lists to instructors/program head

Update and send in the textbook list each spring to the bookstores/faculty and students

Order desk copies of all new edition texts for all 3 campuses and create book orders

Update and prepare course outlines for signatures every spring

Maintain and update Brightspace program pages for all 3 campuses as requested

Enroll students in the Brightspace program pages and un-enroll upon withdrawal or school end

Upload, and organize posts and documents on Brightspace

Convert Brightspace webpages to Word documents

Edit, format, and upload course documents

Support editing/updating and uploading Brightspace course documents

Manage meeting planning for the advisory meeting

Create and manage documentation for student practicums and provide practicum documents to Regional Colleges upon request

Create and manage electronic files and subfiles every year

Research and keep accurate programs’ booklists

Utilize Banner to search for students, their ID numbers, addresses, courses they have taken, etc.

Create, oversee, and manage Microsoft Teams, their documents, and members

Room bookings for Ave W classrooms, flex room for meetings and Cultural Centre and Board Room through Mount Royal

Assists Academic Chair and Dean’s office when requested

Recording of minutes of staff meetings and transcription of same

Create, oversee, and update certain Team Sites, documentation, and its members

Send students letters/emails regarding attendance, probation, required to discontinue, plagiarism, disciplinary action

Work with PHs on attendance and/or behavioural concerns

Fill out Program Adjustment forms for student’s and PH signatures

Help program heads figure out classes to drop when students taking a reduced course load

Be cognisant of student loans so students don’t drop below the threshold

Assist PH with transfer credit requests and keep a record

Sit in on student meetings with program heads and take notes for student file

Academic: plagiarism, probation and RTD letters, enrollment services documents, student consent forms, sponsor forms, and anything else relating to academic paperwork

Advise program heads when a student is over the trigger percentage for non-attendance

CEWIL bursaries – determine who is a domestic student, taken and passed practicum to qualify

Infosilem Timetable Rep. Create schedules to support the programs as requested.

Create, manage, and update semester scheduling

Edit, format, and upload manuals, course outlines, supplemental course outlines and assessments

Support for PLAR documentation

Make changes to course outlines, course manuals, and assessments

Maintain accurate and current databases including confidential files/student files

Administrative Support

Order specialty printing when needed

Type up exams and photocopy for instructors

Create PDFs, convert Proofread for grammar, spelling, missing or duplicate learning steps and information

Record and send student uniform orders to the bookstore

Fill out \"out of sequence forms\" and transfer credit forms for approval from PH

Take minutes for all staff meetings

Prepare PAC meeting info, invites, minutes, update and maintain PAC membership lists/minutes

Send out student information to students (scholarships, grad photos, etc.)

Pick up and distribute mail

Contact SHARE to pick up shredding at the end of the school year

Other duties as assigned by Program Head

Create WebReqs for orders or paying invoices for meetings, memberships, software renewals

Order and manage supplies for all programs

Create and manage staff (internal and external) and student lists

Ability to multi-task in a high volume, high traffic, emotionally charged environment

Assistant to Program Head

Assist in scheduling appointments/meetings with students

Organize, attend, record, transcribe, and distribute minutes when required

Assist in formatting and circulating course schedules and timelines

Update the master practicum placement list and maintain TEAMS channel for practicums

Duties

Required Qualifications, Skills and Abilities (QSA)

Grade 12 plus an Office Administration certificate or an equivalent combination of training and experience, which must include training and/or experience in minute taking.

Two years recent and relevant experience performing administrative and clerical work.

Training and/or experience at the intermediate level in the use of common software packages, i.e. MS Office Suite.

Knowledge of common office procedures.

Effective interpersonal skills.

Effective organizational skills.

Ability to work independently under generalized supervision.

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