Office Assistant - Practical Nursing Program - Prince Albert

72 hours biweekly

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.

The Office Assistant, Practical Nursing Program works in a team of administrative professionals reporting to the Academic Chair to ensure efficient, professional and effective program operations for faculty and students. The position is responsible for providing all administrative and customer support for the Practical Nursing program, including support for students, faculty, and Program Heads. This includes maintaining a comprehensive electronic filing system for documents, student information, risk management records, and policies. This position plays a vital role in supporting the daily operations and management of the program and serves as a key liaison among faculty and students, ensuring faculty have the necessary materials (supplies, textbooks, course manuals) and hardware to perform their roles. Responsible for purchasing office supplies and P-card reconciliation. Provide support to Program Heads and Quality Assurance faculty related to brokered programs offered at Regional Colleges, serving as the first point of contact for material-related inquiries. Additionally, maintain the program Team sites, ensuring materials are updated in a timely manner.

Duties include:
General Administrative Duties

· Provide reception support for the nursing program, including greeting students, faculty, and visitors.

· Collaborate with other administrative professionals to manage program and PLAR email accounts

· Generate, format, proofread, and print schedules, exams, manuals, and faculty guides.

· Track and manage faculty hardware (computers, monitors, etc.), ensuring proper setup for new hires.

· Maintain office supplies and ensure the office is stocked with necessary materials.

· Order office supplies and print materials as needed, ensuring all necessary resources are available.

· Set up and maintain student files and orientation packages, ensuring timely mail distribution.

· Ensure strict confidentiality when handling exams, quizzes, and student records.

· Format exams (midterms, quizzes, final exams) and course materials (outlines, manuals, CAPS) according to documented standards.

· Convert exams into Brightspace-ready format (.rsp).

· Format and edit course handbooks, course outlines, and course manuals.

· Maintain comprehensive electronic filing system for documents, ensuring easy retrieval.

· Proofread and ensure accuracy of all materials, adhering to security protocols.

· Communicate with Student Services, Enrolment Services and SHA to obtain their campus and clinical cards.

· Responsible for mail in and mail out (i.e. interoffice and Canada Post mails) and distributing it to the appropriate person.

· Send report for the funded students to their advisor about attendance and complete student progress report form.

· Communicate and organize the graduation photos.

Scheduling and Meeting Support

· Administer the end-to-end scheduling process for each academic term, including pre-planning with CAPs, data entry, identifying needed changes, and managing ad hoc bookings to ensure optimal course and space allocation.

· Data entry for academic scheduling and room bookings, and review of schedules with program heads to ensure all necessary sequencing and components are integrated.

· Follow processes to collaborate with other departments to resolve room booking conflicts

· Manage Program Head’s calendar, scheduling meetings and appointments.

· Support Program Head with faculty workload tracking and balancing.

· Arrange all program meetings, including setting dates, reserving rooms, and preparing/distributing agendas.

· Take minutes for monthly program meetings, team huddles, and other meetings as necessary.

· Record and distribute meeting minutes promptly, ensuring proper documentation.

· Monitor and manage correspondence, flagging urgent matters for the Program Heads’ attention.

· Prepare materials for upcoming program courses, including textbooks and course manuals.

· Organize orientation week for new co-horts to different departments (i.e. Library, Counseling, SPSA, and Indigenous).

Student Support & Documentation

· Maintain detailed student files, including attendance, learning plans, quiz/exam results, and risk management information.

· Respond confidentially to student inquiries and direct them to the appropriate department (i.e. counseling, enrollment services).

· Manage, track, and compile data related to student risk management in collaboration with clinical placement coordinator.

· Provide support for data entry and tracking related to clinical placements (i.e. HSPnet)

· Create and maintain current student database for intakes at all campuses

· Work with other departments at Sask Polytech to coordinate student identification cards, courses offered through Centre for Continuing Education, etc.

· Track student attendance for mandatory classes and prepare communications regarding attendance limits (10%, 20%, 30% absences).

· Prepare and send correspondence to students in program

· Prepare the welcome email and collaborate with program heads to organize online Orientation information share session for new intake students before the course starts

· Schedule the PLAR assessment dates and enter instructor assignments as determined by program heads

· Provide information to potential students about the PLAR process and audit students’ eligibility to PLAR

1. Office administration certificate or an equivalent combination of education, training and experience which must include experience and/or training in minute taking.

2. Two years experience performing administrative work.

3. Intermediate computer skills and experience with software packages including but not limited to word processing, spreadsheets, databases, email, video communications and Internet browsers.

4. Knowledge of common office procedures, and ability to research and adhere to policies/procedures.

5. Effective interpersonal skills.

6. Effective communication skills.

7. Effective organizational skills.

8. Effective proofreading skills, with attention to detail and accuracy.

9. Ability to work independently under generalized supervision.

10. Demonstrates valuing diversity.