Office Assistant - Saskatchewan Collaborative Bachelor of Science in Nursing (SCBScN)

Saskatchewan Polytechnic Alumni

Saskatoon

On-site

CAD 48,000 - 57,000

Full time

14 days+

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Job summary

Saskatchewan Polytechnic Saskatoon Campus is seeking an Office Assistant to support the SCBScN program. The role provides essential administrative, coordination, advisory, and clerical support to ensure smooth operation within a large, year-round program.

The position works closely with Nursing Advisors and Program Heads, supporting students, faculty, and staff, and ensuring timely execution of responsibilities in a fast-paced environment.

Qualifications

Recognized Office Administration certificate and 2 years of relevant experience.
Two years of recent, relevant administrative/clerical experience.
Intermediate proficiency in MS Office (Word, Excel, Outlook).
Knowledge of common office procedures and privacy standards.
Strong interpersonal, communication, and organizational skills; proofreading ability.
Ability to work independently and collaboratively; commitment to diversity.

Responsibilities

Provide administrative support to nursing advisors, staff, and students via email, phone, and in-person inquiries.
Maintain electronic student filing system and prepare exams, letters, manuals, and posters.
Assist and mentor new office assistants; support staff orientation and policy adherence.
Manage reception duties, schedule appointments, and coordinate calendars and room bookings.
Prepare, distribute, and file materials; assist with meetings, agendas, and minutes.
Support exam processes, including printing and distribution; assist with Zoom/AV setup.

Skills

Minute taking

Interpersonal skills

Organizational skills

Communication skills

MS Office proficiency

Education

Office Administration certificate

Tools

MS Office Suite

Job description

Job Content (SDF) Details Job Content (SDF) Details Competition Number P17911 Posting Title Office Assistant - Saskatchewan Collaborative Bachelor of Science in Nursing (SCBScN) Classification Band 5 Location Saskatchewan Polytechnic Saskatoon Campus Other Location(s) Saskatchewan Polytechnic Saskatoon Campus Building Saskatoon Campus, Idylwyld Dr. Other Building Date Posted 09/16/2026 Closing Date 09/27/2026 JIQ # 177 Start Date 01/04/2027 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 Targeted for Bump Total Assigned days (AC) / Total Hours per biweekly pay 72 hours per 2 week period; Monday to Friday 0800 to 1630 Posting Status Open 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.

Job Duties

Job Duties/Qualifications, Skills and Abilities(QSA)

Job Duties

General Accountability

The Office Assistant, Saskatchewan Collaborative Bachelor of Science in Nursing (SCBScN) program, provides administrative support for the four year baccalaureate program. The administration of the SCBScN program is complex with a large student cohort and faculty base, and year-round delivery. The program works in partnership with the University of Regina and also works closely with the Saskatchewan Health Authority, so interaction and use with the administrative systems for both of these organizations in addition to Saskatchewan Polytechnic’s internal systems is necessary for this position. The position provides essential administrative, project coordination, advisory, and clerical support to ensure the smooth and effective operation of the department. This includes offering direct administrative support to the Nursing Advisors and Program Heads as they address the needs of students and manage program-related tasks. In a fast-paced environment with a high workload and strict deadlines, the position is responsible for a wide variety of tasks, which must be completed in collaboration and consultation with various partners, ensuring effective communication and timely execution of responsibilities.

SPECIFIC ACCOUNTABILITIES

General Administrative Support

Support nursing advisors, faculty, staff, and students through email, phone, and in-person inquiries. Assess and resolve routine issues with minimal supervision. Escalate unresolved issues to appropriate personnel.
Maintain a comprehensive electronic student filing system.
Prepare and assemble exams, letters, manuals, posters
Assist and mentor new office assistants and assist with orientation of new staff on policies and procedures.
Create tables, templates, reports, PowerPoints, and mail-outs such as attendance letters and certificates.
Provide reception services for students, faculty, staff, and the public; manage inquiries and direct calls discreetly.
Schedule student appointments with academic advisors using shared calendars
Maintain internal and external agency contact lists, manage lost/found items, and distribute clinical ID cards.
Assist students with classroom and meeting locations.
Provide computer hardware/software support and initiate printing requisitions.
Assist Nursing Advisors with priority work, tracking tasks, and ensuring timely completion.
Ensure adherence to Sask. Polytech and U of R Visual Identity Guidelines.
Assist with campus services like keys and AV support.
Troubleshoot audiovisual and computer equipment; assist faculty with photocopiers, phones, laminators, printers, and Zoom settings.
Resolve technical issues with office devices.
Handle mail delivery, sorting, and distribution for SCBScN faculty and programs.
Organize and prioritize tasks in a fast-paced environment, ensuring smooth office workflow.
Organize and distribute instructional and program materials.
Provide support in ordering office supplies.
Prepare, distribute, and file BGM packages as required.

Committee and Meeting Support

Attend meetings to record, transcribe, and distribute minutes accurately.
Prepare and revise curriculum materials and manuals following Sask Polytech and U of R visual identity standards.
Organize and distribute meeting agendas and transcribed notes.
Assist with document preparation, scanning, and distribution as needed.
Coordinate room bookings at Sask. Polytech, U of R, and affiliated departments; resolve double bookings and cancellations.
Assist with room scheduling for exams and video conferencing
Travel to local and rural locations for meetings and transcribe minutes for in-person/Zoom sessions.

Exam Support

Assist with processes related to student exams including printing, distributing, and processing exams using exam software.
Provide exam invigilation assistance as needed.

Clinical Site Requirements

Assign lockers for clinical rotations in coordination with SHA, considering student group details and manage swipe card logistics.
Book and manage clinical conference rooms, adjusting for faculty and student needs.
Address lost or stolen swipe card issues and oversee clinical site locker setups.
Monitor and process clinical evaluation document submissions via email.

Student Data Maintenance

Track student attendance and draft attendance letters. absenteeism, compiling data from faculty on absences and reasons.
Track, notify students of expiring/deficient certifications, and maintain compliance.
Accurately input student risk management requirements (e.g., CPR, First Aid, Criminal Record Checks) into data tracking system (i.e. HSPnet); ensure document confidentiality.
Maintain student electronic files by uploading risk management requirements
Verify students’ compliance with certification requirements and inform Nursing Advisors/Program Head about student non-compliance.
Maintain up-to-date student files by photocopying submitted documents.
Data Management liaising with Sask Polytech and the University of Regina (U of R) for student enrollment.
Archive and transfer student files securely to U of R.
Maintain privacy of sensitive student data.

Qualifications, Skills, Abilities And Experience

Specific Accountabilities Duties

Support nursing advisors, faculty, staff, and students through email, phone, and in-person inquiries. Assess and resolve routine issues with minimal supervision. Escalate unresolved issues to appropriate personnel.
Maintain a comprehensive electronic student filing system.
Prepare and assemble exams, letters, manuals, posters
Assist and mentor new office assistants and assist with orientation of new staff on policies and procedures.
Create tables, templates, reports, PowerPoints, and mail-outs such as attendance letters and certificates.
Provide reception services for students, faculty, staff, and the public; manage inquiries and direct calls discreetly.
Schedule student appointments with academic advisors using shared calendars
Maintain internal and external agency contact lists, manage lost/found items, and distribute clinical ID cards.
Assist students with classroom and meeting locations.
Provide computer hardware/software support and initiate printing requisitions.
Assist Nursing Advisors with priority work, tracking tasks, and ensuring timely completion.
Ensure adherence to Sask. Polytech and U of R Visual Identity Guidelines.
Assist with campus services like keys and AV support.
Troubleshoot audiovisual and computer equipment; assist faculty with photocopiers, phones, laminators, printers, and Zoom settings.
Resolve technical issues with office devices.
Handle mail delivery, sorting, and distribution for SCBScN faculty and programs.
Organize and prioritize tasks in a fast-paced environment, ensuring smooth office workflow.
Organize and distribute instructional and program materials.
Provide support in ordering office supplies.
Prepare, distribute, and file BGM packages as required.

Required Qualifications, Skills And Abilities (QSA)

Recognized 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 communication skills.
Effective organizational skills.
Effective proofreading skills.
Ability to work independently under generalized supervision.
Demonstrates valuing diversity.

Desired QSA Required Competencies

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