Job Content (SDF) Details Job Content (SDF) Details Competition Number P17807 Posting Title Office Assistant - Dental Programs Classification Band 5 Location Saskatchewan Polytechnic Regina Campus Other Location(s) Building Other Building Date Posted 08/10/2026 Closing Date 08/18/2026 JIQ # 162 Start Date 08/19/2026 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 $1,834.50-$2,192.69 bi-weekly Temporary Market Stipend Incumbent Total Assigned days (AC) / Total Hours per biweekly pay 72 hours biweekly.

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 The Office Assistant, Dental Programs work as a part of an administrative team reporting to the academic chair and program head. The position plays a vital role in supporting the daily operations and management of the dental assisting and hygiene programs within the School of Health Sciences. Each position serves as a key liaison among faculty, professional staff, and students, ensuring that administrative and operational needs are met efficiently.

Their responsibilities include providing high-level administrative support, managing communications, and assisting with the creation and maintenance of essential documentation for program use. In addition to routine administrative duties, the Office Assistants are instrumental in coordinating projects, troubleshooting technical issues, and facilitating interactions with external stakeholders. They must be well-versed in both the dental programs and the Arts and Sciences department to support course delivery and departmental operations effectively.

Given the quick-paced environment and diverse range of tasks, these positions are crucial for ensuring smooth program functionality and contributing to the overall success of the dental programs within the Faculty of Health Sciences. Qualifications, Skills, Abilities And Experience Specific Accountabilities Office Management Program Administrative Support to: Academic Chair, Program Heads, Faculty and Clinic Staff The creation, management, troubleshooting of on-line exams (Brightspace).

Planning, coordination and minute taking for Program Advisory Committee and monthly staff meetings.

Plan and prepare for Student Orientations both in Spring and Fall and prepare student orientation packages.

Timetable management (New Infosilem) Room bookings

Act as a first-line response, troubleshoot/respond to urgent matters and request and provide information to management, faculty, staff, students and external agencies.

Maintain all documents on the Sharepoint site and Teams for Dental Programs.

Make appointments and tracking meeting schedules for the PH and Academic Chair.

Manage, track and compile data from the program’s ongoing self- assessment and quality assurance program for statistical and accreditation purposes such as didactic, quality assurance and practicum program evaluations, and various stakeholder surveys.

Assist in orientation of new staff/faculty/ administrative staff regarding office procedures

Ensure all correspondence, are in compliance with Saskatchewan Polytechnic Visual Identity Program specifications.

Create Web Requisitions for ordering equipment such as monitors.





Maintain “Mechanical room binder” for dental programs and maintain office equipment

Provide training to new administrative assistant as required.

Communicate with web administrator for SaskPolytech regarding formats for high demand program selection criteria, FAQs, portfolios, PLAR handbook, PLAR process and fees, etc.

Course

Planning and Coordination Assist the program head in creating and making changes on program timetables working with Infosilem. Coordinate program orientation sessions, schedule speakers and photo ID.

Attendance for students in scheduled courses and labs

Determine orders for all materials to be sold in the bookstores.

Determine and coordinate facility needs.

Liaise with team members in Continuing Education/Extension.

Access Banner regarding student information.

Build student groups for participation in labs.

Compile and report on quality assurance for dental records survey coordination.

Data entry for course outlines, and course information forms

Prepare first day orientation, forms, handbooks, student files, attendance sheets,

Prepare electronic templates for instructors. (sheets for marks, attendance, rosters, etc.)

Liaison between the program, internal and external departments, resolving textbook order issues with the bookstore, negotiating office/classroom space for additional faculty or researching costs for purchase of equipment.

Work closely with Registration Services to verify list of students, clarify transfer credits, withdrawals, new accepts, or discontinuation of students.

Create and track course feedback for exiting students Provision of Student Services Monitor exit forms for change of address to notify Registration Services Communicate with Indigenous Student Success Strategy advisor regarding schedules for equity students. Track students’ entrance requirements.

Track attendance record for sponsored students and report to the sponsored agencies.

Keep records for transfer credits and PLAR. Format and tabulate student reference forms.

Forward mentor lists to provincial registrars for professional development points

Communicate with Arts and Sciences on the names of students with successful transfer credits.

Assist hygiene/assisting PLAR students to ensure exam is in the test centre for when student books their time to write.

Communicate and forward documents to and from publishing re graphics, NCRs, evaluation sheets, etc. accommodating each other. Design and create promotional banners, posters, brochures, certificates, advertisements and notices.

Annually update the dental assisting and dental hygiene clinic manual for sale in the bookstore.

Design and create all signage and procedure outlines posted in all workstations in the clinics and labs.

Registration process for applicants.

Prepare for a spring orientation requesting from Registration Services computer generated lists of successful applicants, equity, visual minority and wait listed students, send out invitations to students. .

Send out welcome packages to successful candidates .

Prepare all materials for the Dental Hygiene Phase 2 selection process to the reviewing committee.

Answer inquiries from the acceptants via phone calls, e-mails or in person.

Preliminary contact for faculty relief requests and provide support to new casual faculty

Develop and maintain a list of casual relief faculty to supplement information from Human Resources.





First point of contact for faculty relief or absenteeism requests. Contact potential relief faculty according to seniority.

Validate relief faculty requests with program head and academic chair.

Refer relief unusual/unfilled requests to the program head

Registration process for applicants

Collaborate with Enrolment Services to prepare for successful candidates, withdrawals/accepted.

Send out welcome packages to successful candidates.

Prepare all materials for the Phase 2 selection process to the reviewing committee.

Work closely with the selection committee and Registration Services to prepare for candidates lists or withdrawals.

Communicate with Registration Services regarding equity applicants.

Answer inquiries from the acceptants via phone calls, e-mails or in person.

PLAR for Dental Hygiene/Dental Assisting

PLAR process for the year 1 students and DA students. This includes:

Consult with PH to format and word-process the dental hygiene PLAR candidate’s guide and to review administrative processes and establish new processes if needed.

Consult with PH and the PLAR office for annual increment of PLAR fees.

Coordinate with the PLAR office and web administrator for uploading accurate information online.

Provide information to students by phone, e-mails for PLAR process, exam rules and test sites.

Receive PLAR applications and advise Registration Services regarding students with PLAR applications and result forms.

Arrange PLAR tests with out-of-province or other regional community colleges.

Schedule practical exams and provide info sheet to students.

Receive students’ required evidence files for practical courses.

Communicate with the Arts and Sciences program head for PLAR

Plan timelines for completion of PLAR exams before program start date.

Communicate with internal and external clients (first point of contact).

First point of contact with accrediting body (CDAC) to coordinate submission of accreditation report, including appendixes, and onsite visit of accreditation team.

Communicate with Provincial regulatory bodies to provide/request information regarding student licensure.

Work closely with the on-campus health nurse

Collect student immunization records and blood/lab test results.

Book appointments for each student to see the health nurse.

Email each student their appointment date and time.

Reminder emails sent on date of appointment.

Email nurse(s) the appointment schedule.

Gather and maintain program information, manuals and documents

Update and keep current information for the program

Annually update clinic manual, program handbook, clinic documents and client chart documents.

Duties 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 and transcribing minutes.

Minimum of two years recent and relevant experience in administrative and clerical work.

Training and/or experience at the intermediate level in the use of common software packages, i.e. MS Office Suite., which must include Excel.

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

📌 Office Assistant - Dental Programs (Regina)
🏢 Saskatchewan Polytechnic Alumni
📍 Regina