Competition Number

P17986

Posting Title

Office Assistant, Educational Assistant & Early Childhood Education

Classification

Band 5

Location

Saskatchewan Polytechnic Saskatoon Campus

Other Location(s)

Building

Saskatoon Campus, Ave. W.

Other Building

Date Posted

10/26/2026

Closing Date

11/04/2026

JIQ #

Start Date

11/09/2026

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

Full-Time 72 hours bi-weekly
Monday-Friday 8:00am-4:30pm
5/4 Work pattern

Posting Status

Open

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/Qualifications, Skills and Abilities(QSA)

Job Duties

Job Duties

The Office Assistant, Educational Assistant & Early Childhood Education is responsible for assisting a varied and diverse range of job functions to ensure efficient and effective program delivery. This position provides administrative and reception support for students, faculty and Program Heads of four programs with the School of Education and Community Services.

This position provides general information and communication with faculty, Saskatchewan Polytechnic staff, including the Dean’s office and Continuing Education Consultant, outside agencies, Regional Colleges and students as well as the processing of information and documents related to this function. This position supports the Program Advisory Committee for their relevant programs. A major component of this position is the responsibility for curriculum revisions to course manuals, outlines, and related documents. This requires excellent organizational and time management skills with an ability to work independently, proficiency in editing and proofreading while adhering to deadlines.

QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE

Specific Accountabilities

Orientation and Student Services

- Set up agendas for orientation and invite staff from the library, student services, student association, Health and Safety, etc.
- First point of contact for all inquiries for the Education and Community Services programs on SaskPolytech website
- Look after the consent to release information forms for assigned programs on all campuses, and send to registration
- Send out touchpoint emails for Spring Orientation including an orientation video or PowerPoint
- Update touchpoint emailing through spring and summer

Attendance Management





- Track student attendance by recording attendance and percentage of classes missed – daily
- Create recent files each year for attendance, daily absence log, student files, student success, etc.
- Send out letters for AWOL and attendance warning letters – daily
- Send attendance records for funded students to the funding agency
- Set up Brightspace attendance each semester
- Monitor attendance for flags when a student is over a certain percentage and notify the Program Head.
- Student attendance: receive attendance emails, distribute emails to instructors, save emails to students’ files
- Manage attendance for sponsored students and send monthly statements to sponsoring agencies
- Notify instructors of student(s) dropping classes or withdrawing from a program

Academic and Course Management

- Distribute class lists to instructors/program head
- Update and send in the textbook list each spring to the bookstores/faculty and students
- Order desk copies of all new edition texts for all 3 campuses and create book orders
- Update and prepare course outlines for signatures every spring
- Maintain and update Brightspace program pages for all 3 campuses as requested
- Enroll students in the Brightspace program pages and un-enroll upon withdrawal or school end
- Upload, and organize posts and documents on Brightspace
- Convert Brightspace webpages to Word documents
- Edit, format, and upload course documents
- Support editing/updating and uploading Brightspace course documents
- Manage meeting planning for the advisory meeting
- Create and manage documentation for student practicums and provide practicum documents to Regional Colleges upon request
- Create and manage electronic files and subfiles every year
- Research and keep accurate programs’ booklists
- Utilize Banner to search for students, their ID numbers, addresses, courses they have taken, etc.
- Create, oversee, and manage Microsoft Teams, their documents, and members
- Room bookings for Ave W classrooms, flex room for meetings and Cultural Centre and Board Room through Mount Royal
- Assists Academic Chair and Dean’s office when requested
- Recording of minutes of staff meetings and transcription of same
- Create, oversee, and update certain Team Sites, documentation, and its members
- Send students letters/emails regarding attendance, probation, required to discontinue, plagiarism, disciplinary action
- Work with PHs on attendance and/or behavioural concerns
- Fill out Program Adjustment forms for student’s and PH signatures
- Help program heads figure out classes to drop when students taking a reduced course load




- Be cognisant of student loans so students don’t drop below the threshold
- Assist PH with transfer credit requests and keep a record
- Sit in on student meetings with program heads and take notes for student file
- Academic: plagiarism, probation and RTD letters, enrollment services documents, student consent forms, sponsor forms, and anything else relating to academic paperwork
- Advise program heads when a student is over the trigger percentage for non-attendance
- CEWIL bursaries – determine who is a domestic student, taken and passed practicum to qualify
- Infosilem Timetable Rep. Create schedules to support the programs as requested.
- Create, manage, and update semester scheduling
- Edit, format, and upload manuals, course outlines, supplemental course outlines and assessments
- Support for PLAR documentation
- Make changes to course outlines, course manuals, and assessments
- Maintain accurate and current databases including confidential files/student files

Administrative Support

- Order specialty printing when needed
- Type up exams and photocopy for instructors
- Create PDFs, convert Proofread for grammar, spelling, missing or duplicate learning steps and information
- Record and send student uniform orders to the bookstore
- Fill out “out of sequence forms” and transfer credit forms for approval from PH
- Submit P-card expenses monthly
- Take minutes for all staff meetings
- Prepare PAC meeting info, invites, minutes, update and maintain PAC membership lists/minutes
- Send out student information to students (scholarships, grad photos, etc.)
- Pick up and distribute mail
- Contact SHARE to pick up shredding at the end of the school year
- Other duties as assigned by Program Head
- Create WebReqs for orders or paying invoices for meetings, memberships, software renewals
- Order and manage supplies for all programs
- Create and manage staff (internal and external) and student lists
- Ability to multi-task in a high volume, high traffic, emotionally charged environment

Assistant to Program Head

- Assist in scheduling appointments/meetings with students
- Organize, attend, record, transcribe, and distribute minutes when required
- Assist in formatting and circulating course schedules and timelines
- Update the master practicum placement list and maintain TEAMS channel for practicums

Duties

Required Qualifications, Skills and Abilities (QSA)

- Grade 12 plus an 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

📌 Office Assistant, Educational Assistant & Early Childhood Education (Saskatoon)
🏢 Saskatchewan Polytechnic
📍 Saskatoon