Job Duties/Qualifications, Skills and Abilities(QSA) Job Duties Job Duties The Office Administrator provides administrative support to the Collaborative Nurse Practitioner Program (CNPP).

Working with the Academic Chair and Program Head(s) to understand priorities, allowing for coordination of the administrative work flow to support smooth operations for the Program.

The Office Administrator provides administrative support to the program head, academic chair and faculty of the program.

This role includes training and coordination of work for other administrative staff in the program area, oversight of daily program tasks and providing information to the students and potential/future students.

Additionally, this position involves administrative support and collaboration with managers, coordinators, faculty, other departments within our school and brokered programs.

The position may prepare communication and reports for internal and external partners, including ministry, external institutions and agencies, and provincial licensing bodies. QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE Specific Accountabilities Coordination of Workflow Make recommendations to Academic Chair to ensure appropriate staffing leaves during peak periods and coordinate EDOs, vacation schedules, and time away for administrative staff.

Provide orientation and training for new Skilled Services office staff.

Ensure the quality and timeliness of work completed by Professional Services office staff, following accurate guidelines.

Plan and implement technology upgrades and replacements according to budget.

Anticipate and coordinate priority work within program, including deadlines and meeting dates with internal partners or external agencies (i.e. accreditation or approval bodies, other important dates) Report Preparation Reconcile monthly procurement card expenses and submit web requisitions for office equipment.

Prepare reports, student issue letters (maintaining confidentiality), and requests with minimal supervision.

Assist program heads with workload calculators and spreadsheets.

Maintain comprehensive manual and electronic filing systems, procedure manuals, and data tracking sheets.

General Office Management: Answer questions from current and prospective students via phone, email, or in-person visits.

Orientation: Provide new faculty with information on office procedures, forms, computer accounts, email, and office equipment.

Assess and direct student and public inquiries, requiring judgment and quick decision-making.





Apply required signatures on behalf of Academic Chair or Program Head where permission has been granted, and send documents to appropriate departments.

Assist Academic Chair with booking hotels, car rentals, and scheduling meetings/events.

Send general information and correspondence on behalf of the Academic Chair or Program Head.

Setup: Arrange office space, phones, computers, keys, and furniture for new faculty.

Communication: Update distribution lists for faculty and staff.

Office Coordination: Oversee the physical facility, including office equipment, computers, furniture, and appliances.

Supplies: Order office supplies through HBI or campus services.

Liaison: Serve as a point of contact between the program and internal/external departments to resolve issues that arise.

Technical Support: Solve minor issues with computers, printers, and other office equipment, referring to Tech Services when needed.

Assistance: Help faculty with attendance submissions and validate reports.

Academic and Course Management Support: Brightspace Management: Update content, manage student enrollments, and post new information.

Exam Assistance: Assist with online student exams and communicate with proctors/Test Centre as needed.

Scheduling: Data entry for academic scheduling and room bookings.

Review and check academic schedules with program heads, and meet with academic scheduling team to make necessary changes.

Follow processes to collaborate with other departments to resolve room booking conflicts Course Access: Connect with enrollment services to get faculty access to courses on Brightspace.

Exam Management: Format, create text files, and upload exams to online platform, and inform faculty teams.

Student Lists: Verify student lists for all years of program, manage transfer credits, withdrawals, and required discontinuations.

Welcome Packages: Prepare and send student welcome packages, organize orientation schedules, and coordinate with other internal departments (i.e.

Student Services, Enrollment Services and Campus Health Nurse).

Course Materials: Assist with formatting and sending faculty guides, course manuals, and exams.

Handbooks:



Maintain and distribute student handbooks for all campuses and partnered sites.

Risk Management: Manage, track, and compile data related to student risk management and progression through program.

Provide support for data entry and tracking related to clinical placements (i.e. HSPnet) Course Plans: Finalize course assessment plans, outlines, and upload to Share

Point.

Attendance Tracking: Create attendance sheets, monitor absences, and schedule meetings with students.

Sponsorship: Submit information for sponsored students.

Share

Point/Webpage: Maintain accurate dates and information.

Contact Lists: Create and maintain current student list at program level.

Oversight and coordination of administrative team members liaising with internal partners (i.e. student identification, textbook inventory and updating to new editions with retail services, convocation, interprofessional education experiences) Clinical Cards: Track and maintain clinical swipe cards for external agencies as required for faculty and students.

Meeting Coordination: Program Meetings: Oversight of administrative team to arrange and record minutes for all program meetings.

Scheduling: Arrange meeting dates, times, locations, and book rooms or video conference rooms.

Agenda and Documentation: Compile and distribute agendas, ensure documentation is available, and record proceedings.

Travel and Catering: Make travel arrangements, book hotels, and arrange refreshments or catering.

Student Meetings: Support Program Heads to arrange one-on-one meetings with students as required.

Duties Required Qualifications, Skills and Abilities (QSA) 1.

Recognized office administration certificate or an equivalent combination of education, training and experience which must include experience and/or training in minute taking.2.

Four years recent, relevant 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.

Desired QSA Required Competencies

📌 Office Administrator- Collaborative Nurse Practitioner Program (CNPP) (Saskatchewan)
🏢 Saskatchewan Polytechnic
📍 Saskatchewan