Student Services Operations Coordinator

Saskatchewan Polytechnic Alumni; Moose Jaw; On-site; CAD 54,000 - 64,000; Full time

Benefits offered by this job

On Campus

Job summary

Saskatchewan Polytechnic Moose Jaw Campus is seeking a Student Services Operations Coordinator to support a student-centric environment and coordinate across provincial Student Services units. You will provide administrative support, manage calendars, assist onboarding, and prepare reports to enhance student experiences.

The role involves on-campus work, collaboration with Career and Recruitment teams, and handling sensitive information with discretion.

Qualifications

• Recognized Office Administration or Business Certificate or equivalent.
• Four years’ recent experience in an administrative role.
• Advanced computer skills in Microsoft Office 365 suite.
• High level of confidentiality and professionalism.
• Ability to work collaboratively across multiple stakeholders.
• Strong organizational and time-management skills.

Responsibilities

• Provide front-line support in Student Services across campus and provincially via phone, email, chat, Zoom, and in-person.
• Serve as the face and administrative function for multiple Student Services areas.
• De-escalate crisis or emotionally charged situations.
• Maintain daily schedules and calendars provincially for several units.
• Purchase and reconcile expense reports for work-related purchases.
• Assist with onboarding and training of new staff.
• Generate weekly/monthly statistics for Operations calls.
• Create and maintain provincial Operations Manual for processes.
• Assist with mail, agenda, and minute-taking duties.
• Track student funding and manage accommodate-related files across systems.
• Generate reports from Accommodate and export to Excel.
• Create Master Academic Profile templates for Learning Services staff.
• Represent Recruitment and Welcome Centers as first point of contact.
• Schedule appointments for Recruitment advisors.
• Collaborate with Career Counselling to track stats and events.
• Support events and other departmental activities.

Skills

Office administration

Microsoft Office 365

Confidentiality

Time management

Communication

Team collaboration

Education

Office Administration certificate

Bachelor’s not required

Tools

Excel

Outlook

Word

PowerPoint

SharePoint

MS Teams

Job description

Job Content (SDF) Details
Job Content (SDF) Details
Competition Number P17917 Posting Title Student Services Operations Coordinator Classification Band 6 Location Saskatchewan Polytechnic Moose Jaw Campus Other Location(s) Saskatchewan Polytechnic Moose Jaw Campus Building Other Building Moose Jaw Campus Date Posted 09/21/2026 Closing Date 09/30/2026 JIQ # 006 Start Date 10/12/2026 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 $2,075.08 to $2,479.38 bi-weekly Temporary Market Stipend Incumbent Total Assigned days (AC) / Total Hours per biweekly pay
Full Time ongoing 5/4 work pattern
Posting Status Open Special Instructions to Applicants
Full-time ongoing 5/4 work pattern, On Campus
Job DutiesJob Duties/Qualifications, Skills and Abilities(QSA)
Job DutiesThe 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 ExperienceSpecific Accountabilities

• A recognized Office Administration or Business Certificate or an equivalent combination of education, training and experience.
• Four years’ recent and relevant experience in administrative position/work.
• 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).
• 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).
• Able to engage effectively as a team member in collaborative, multi-stakeholder initiatives and maintain working relationships with diverse groups and individuals.
• 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.
• Advanced communication and problem-solving skills to handle inquiries, complaints, and concerns and to know when to provide an appropriate referral.
• Able to handle complex and high conflict situations effectively under pressure, including de-escalating and resolving conflict.
• Able to understand, interpret, and apply regulations, principles and practices to improve work processes and systems.
• Demonstrates valuing diversity.

Duties Required Qualifications, Skills And Abilities (QSA)Desired QSA Required CompetenciesPosting Supplemental QuestionsRequired 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)

Applicant DocumentsRequired Documents

• Resume
• Cover Letter

Optional Documents

• List of Reference Contacts