Student Services Operations Coordinator

Saskatchewan Polytechnic; Moose Jaw; On-site; CAD 2,075,000 - 2,479,000; Full time

Job summary

Saskatchewan Polytechnic Moose Jaw Campus is seeking a Student Services Operations Coordinator to provide on-campus and provincial administrative support across Student Services, ensuring efficient operations and exemplary student service.

The role involves coordinating calendars, handling inquiries, onboarding staff, and preparing reports to improve service delivery and student success. Ongoing training and collaboration with multiple departments are essential.

Qualifications

• A recognized Office Administration or Business Certificate or equivalent.
• Four years’ recent and relevant experience in administrative position/work.
• Intermediate to advanced MS Office 365 skills (Excel, Outlook, Word, PowerPoint, SharePoint, MS Teams, OneNote, Zoom).
• High level of confidentiality and professionalism with sensitive student information.
• Ability to work in a collaborative, multi-stakeholder environment.
• Strong organizational, time management and task prioritization skills.
• Ability to communicate clearly and solve problems under pressure.

Responsibilities

• On campus front-line support for Student Services information requests via phone, email, chat, Zoom and in person.
• Provide administrative support across multiple Student Services areas and provincial coordination.
• De-escalate crisis or emotionally charged situations.
• Maintain daily/provincial schedules for multiple Student Service units.
• Purchase and reconcile expense reports for work-related purchases.
• Assist with onboarding and training of new staff.
• Create and track weekly/monthly statistics for Operations calls.
• Develop and maintain the Provincial Manual for processes and procedures.
• Provide general administrative duties (mail, minute taking, agendas, reports).
• Track funding in Accommodate and other systems (Excel, Access) for internal processes.

Skills

Office administration

Administrative experience

MS Office

Confidentiality

Team collaboration

Organizational skills

Communication

Problem solving

Time management

Education

Office Administration Certificate

Tools

Excel

Outlook/Email

PowerPoint

SharePoint

Zoom / MS Teams

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.

Competition Number

Competition Number P17917

Posting Title

Posting Title Student Services Operations Coordinator

Classification

Classification Band 6

Location

Location Saskatchewan Polytechnic Moose Jaw Campus

Other Location(s)

Other Location(s) Saskatchewan Polytechnic Moose Jaw Campus

Building

Other Building

Other Building Moose Jaw Campus

Date Posted

Date Posted 09/21/2026

Closing Date

Closing Date 09/30/2026

JIQ #

JIQ # 006

Start Date

Start Date 10/12/2026

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

Salary Range $2,075.08 to $2,479.38 bi-weekly

Temporary Market Stipend

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

Full Time ongoing 5/4 work pattern

Posting Status

Posting Status Open

Job Duties/Qualifications, Skills and Abilities(QSA)

The Student Services Operations Coordinators are responsible for fostering a student-centric environment, dedicated to student success and the best practices of strategic enrolment management, serving students through the entire student lifecycle from prospects through to alumni. Their role involves providing administrative and professional support across various areas of Student Services, ensuring smooth operations institution-wide and coordinating efforts provincially with key departments. The Operations team works closely with students, programs, administrative bodies, and student associations to advise, counsel, and empower students to enrich their post-secondary journey.

The Student Services Operations Coordinator responsibilities extend to providing consistent operational support provincially, encompassing areas like Accessibility Services, Career and Employment Services, Student Recruitment, Counselling Services, International Education, Testing Services, and Indigenous Strategy, among others. This entails assessing student needs, offering immediate assistance and referrals, and triaging when necessary, aiming for a first contact resolution whenever possible. Provide support to special projects assigned by the Student Services Operations Team Lead, involving tasks such as researching process improvements, summarizing meeting outcomes, and developing implementation plans for focused initiatives. Their dedication ensures high-quality service delivery and operational efficiency, contributing to a seamless experience for all students and stakeholders involved.

Specific Accountabilities

• On campus front-line support in Student Services areas by means of receiving and responding to information requests from the public, prospective students, current students, faculty, and staff, institution-wide/provincially via phone, email, chat functions, Zoom and in-person.
• The Student Services Operations Coordinator provides both the "face" and administrative "function" for multiple, key areas of Student Services, as well as other areas of student support.
• de-escalation of crisis or emotionally charged situations.
• Maintain daily schedules and calendars provincially for several Student Service units.
• Purchase and reconcile financial expense reports for purchases incurred on work visa/P-Cards.
• Assist with on-boarding and training of new employees/colleagues.
• Create and track weekly/monthly statistics for Operations phone calls.
• Create, update, and maintain Student Services Operations Provincial Manual for processes and procedures.
• Provide a variety of administrative support functions which may include, not limited to, mail delivery, opening mail, preparing mailouts, minute/note taking, agenda and report writing assistance.
• Track students’ funding accurately, for internal and external services rendered, in students' Accommodate file such as academic strategists and assistive technology, which is paid for by funding tracked using multiple systems(i.e., Accommodate, Excel and Microsoft Access, and Word).
• Generate and analyze reports and documents from Accommodate exporting to Excel and further filtering data to complete processes on a weekly, and monthly basis.
• Create a Master Academic Profile template each Academic Year for all Learning Services Instructors, Instructor Aides & Casual Faculty for the Learning Services Program Head.
• Represent Recruitment and Welcome Centers as the first point of contact for inquiries via in-person, email, and phone.
• Schedule, reschedule and cancel prospective student appointments in Outlook for Recruitment advisors.
• Collaborate with Career Counselling to create an excel spreadsheet to track statistics and data, update posters and get updates on new events happening within Career Services.
• Assist Student Employment Coordinators and Convocation Coordinators with events – Career Fair, lunch and learns, and assembling Saskpolytech swag bag, instructions and student information for Convocation and volunteers.
• Participate in departmental or unit meetings, online or in-person, which include occasional travel requirements within the province.
• Other administrative duties as assigned.

QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE

Specific Accountabilities

1. A recognized Office Administration or Business Certificate or an equivalent combination of education, training and experience.

2. Four years’ recent and relevant experience in administrative position/work.

3. Intermediate to advanced computer skills in software packages including Microsoft Office 365 (i.e., Excel, Outlook, Word, PowerPoint, SharePoint and MS Teams, OneNote, and online video conferencing such as Zoom/MS Teams).

4. Must have a high level of confidentiality, sensitivity and professionalism and able to provide confidential services to students and maintain files that adhere to the acts and regulations of The Local Authority Freedom of Information and Protection of Privacy Act (LA FOIP ) and The Health Information Protection Act ( HIPA ).

5. Able to engage effectively as a team member in collaborative, multi-stakeholder initiatives and maintain working relationships with diverse groups and individuals.

6. Must have effective administrative, organizational, and time management skills, including the ability to produce high quality work under competing timelines and changing priorities with little or no direct supervision.

7. Advanced communication and problem-solving skills to handle inquiries, complaints, and concerns and to know when to provide an appropriate referral.

8. Able to handle complex and high conflict situations effectively under pressure, including de-escalating and resolving conflict.

9. Able to understand, interpret, and apply regulations, principles and practices to improve work processes and systems.

Duties

Required Qualifications, Skills and Abilities (QSA)

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)