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Added 11 mins ago
Companion Link for Seniors: Volunteer Seniors Visiting
VHA Home HealthCare
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Full-time
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Saskatchewan Polytechnic Alumni

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

Saskatoon, SK, Canada
Greater Saskatoon Metropolitan Area, Canada

Pay: 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
Job type: Full-time
Apply by: Oct 23, 2026
Posting language: English
Posted: Sep 23, 2026

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Original 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

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)

Applicant Documents

Required Documents

Resume
Cover Letter

Optional Documents

List of Reference Contacts

Apply About employer

More about this job

Responsibilities

Provide administrative and clerical support to nursing advisors, faculty, staff, and students, including reception, scheduling, correspondence, meeting minutes, exam support, and office technology troubleshooting. Maintain confidential student records and compliance data, coordinate clinical-site logistics, and organize program materials and office workflows.

Requirements

Requires a recognized Office Administration certificate or equivalent training and experience, including minute-taking training or experience, plus two years of recent relevant administrative and clerical experience. Candidates must have intermediate experience with common software such as Microsoft Office, knowledge of office procedures, strong communication, interpersonal, organizational, and proofreading skills, and the ability to work independently while valuing diversity.

Skills

Administrative Support
Clerical Work
Minute Taking
Microsoft Office
Communication
Interpersonal Skills
Organization
Proofreading
Student Records Management
Data Entry
Exam Administration
Meeting Coordination
Customer Service
Audiovisual Troubleshooting
Confidentiality
Time Management

Visa sponsorship

Not detected in the job text

Keywords

Office Administration
Administrative Support
Clerical Work
Minute Taking
Microsoft Office Suite
Student Records
Electronic Filing
Student Data Management
HSPnet
Risk Management Requirements
CPR
First Aid
Criminal Record Checks
Exam Administration
Exam Invigilation
Meeting Coordination
Curriculum Materials
Visual Identity Guidelines
Audiovisual Equipment
Zoom
Clinical Rotations
Saskatchewan Health Authority
University of Regina
Confidentiality
Appointment Scheduling
Reception Services
Office Procedures
Proofreading
Data Entry
Mail Distribution

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