Administrative Assistant to the Associate Dean, Saskatoon

Administrative Assistant to the Associate Dean Saskatchewan Polytechnic considers the diversity of its workforce to be one of its 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 the organization is making significant efforts to attract and retain Indigenous employees.

Job Duties

Provide senior‑level administrative support to the Associate Dean, ensuring the efficient operation of the Associate Dean’s Office, including budget monitoring.

Act as a first‑line response, troubleshoot urgent matters, and provide information to management, staff, students, and external agencies.

Anticipate administrative requirements, handle routine matters, and maintain an efficient workflow throughout the office.

Organize and prioritize multiple tasks in a demanding work environment.

Prepare and calculate expense claim forms, maintain inventory of supplies, and keep confidential sensitive items.

Maintain a bring‑forward system (electronic and manual) and keep an updated source document record of office expenses.

Schedule daily/weekly/monthly calendars for the Associate Dean and Academic Chairs, coordinate transportation, and ensure required documents are ready for meetings.

Manage budget monitoring, reconcile Pcard statements, and review monthly budget reports for discrepancies.

Assist in preparing presentations, developing PowerPoint slides, and ensuring the necessary equipment and materials for professional presentations.

Organize and maintain filing systems, ensuring compliance with government archiving regulations.

Support the Dean’s Office: communicate with internal and external clients, provide administrative assistance in the absence of the Executive Assistant to the Dean, and assist in project work.

Plan and coordinate events, including venue research, catering, audiovisual services, travel, and RSVP follow‑up.

Maintain faculty and staff contact lists and coordinate equipment ordering and repair.

Required Qualifications, Skills and Abilities (QSA)

A recognized office administration certificate or an equivalent combination of training and experience.

A minimum of four years’ recent and relevant experience in office administration with increasing responsibility.

Effective interpersonal and communication (written and oral) skills.

Effective organizational, project management, and problem‑solving skills.

Proven ability to maintain confidentiality and manage sensitive information.

Training and/or experience in minute taking and transcribing minutes.

Working knowledge of administrative financial reporting.

Strong technological skills and the ability to learn and adapt to changing technology.

Ability to take initiative and work with limited supervision.

Knowledge of common office procedures, filing structures for electronic and manual systems, and excellent proofreading and editing skills.

Demonstrates valuing diversity.

Ability to travel when required.

Desired QSA Additional desirable qualifications and skills may be considered.

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