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Administrative Assistant to the Senior Executive Assistant to the Provost & Vice President, Academic

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

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To ensure consideration, applications must be RECEIVED no later than 23:59 pm on the closing date. Please note only those applicants selected for further consideration will be contacted.

Please see Special Instructions for more details.

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 Content (SDF) Details

Job Content (SDF) Details

Competition Number P14705
Posting Title Administrative Assistant to the Senior Executive Assistant to the Provost & Vice President, Academic
Classification Band 4
Location Saskatchewan Polytechnic Administrative Offices
Other Location(s)
Building
Other Building
Date Posted 11/24/2023
Closing Date
JIQ #
Start Date 12/04/2023
End Date
Open Until Filled Yes
Ongoing Yes
Category of work Part Time
Bargaining Unit OOS
Hours of Work OOS (Typically M–F/core hours)
Salary Range $29.11 - $38.29 per hour
Temporary Market Stipend
Incumbent
Total Assigned days (AC) / Total Hours per biweekly pay
.6 FTE
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/Qualifications, Skills and Abilities(QSA)

Job Duties

Job Duties
The administrative assistant is accountable to the senior executive assistant (SEA) to the Provost & Vice President, Academic. The incumbent is responsible for providing high level administrative support to all functions of the office of the SEA. This position supports the operational aspects and general direction of the SEA to the Provost & Vice President, Academic, supporting coordination of its activities and interacting with a wide range of internal and external stakeholders. The administrative assistant acts as an aide and project manager by deploying resources, leading activities and realizing the goals of the office of the Provost & Vice President, Academic. The administrative assistant has considerable discretionary judgment, manages sensitive and confidential issues, and has a highly developed sense of responsibility. 
QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE

Specific Accountabilities
Administrative Management
 • Manage and coordinate day-to-day administrational duties and support for the SEA’s office.
 • Support the SEA office’s front-line contact with various stakeholders.
 • Manage, when requested, the SEA’s email by prioritizing, following-up, and responding if appropriate.
 • Coordinate and compile necessary materials in preparation for the SEA’s meetings and Provost’s meetings and coordinate, when requested, the information flow of notes and materials resulting from meetings to accomplish set goals.
 • Research, draft, review and coordinate reports, proposals, communications and presentations initiated by the SEA directed towards various internal and external stakeholders.
 • Manage and coordinate file and electronic information and retention systems for this office.

Project Management
• Provide strategic support to the SEA by cooperating in the creation of this office’s annual MYBP process which includes data tracking for program updates through Academic Council and SALT.
• Assist in coordinating new proposals, and projects throughout the year.
• Provide assistance as needed for various large or complex projects within the SEA’s office.
• Provide strategic support to the SEA utilizing a variety of research tools and methods.
• When requested, assist in the development of documentation to be reported to the Board of Directors and civic, provincial and federal governments as required.

Relationship Management
Internal
• Build and maintain effective relationships among the office of the SEA and Provost & Vice President’s Office and the offices of other senior managers to ensure relevant sharing of information.
• Maintain effective interaction and act as a resource to faculty and staff of other departments on relevant SEA and Provost & Vice President, Academic Office matters.
• As an initial point of contact for the SEA, anticipate potential challenges, act to field concerns and resolve difficult situations including sensitive issues requiring absolute discretion while maintaining effective rapport with internal parties.
• When requested, provide administrative support to Academic Council and the Senior Academic Leadership Team (SALT) as required.

External
• Provide effective interaction with various external stakeholders including all levels of government representatives and agencies, other educational institutions, business and industry, and the general public, to answer queries or direct stakeholders to the appropriate internal resource/division.
 • As an initial point of contact for the SEA, anticipate potential concerns and act to field the concerns and resolve difficult situations while maintaining effective rapport with external parties.

Resource Allocation
• Update and inform the SEA on budget matters by tracking and reviewing budgetary items for accuracy and presenting reports on an as needed basis.
• Provide financial and budget consultation to the SEA.

Event Coordination
• Develop and coordinate large and small-scale event and meeting agendas, materials, invitations and response lists, and minute preparation as required.
• Coordinate facility arrangements to ensure seamless presentation of events.
• Coordinate travel arrangements for guests and the SEA, and for the Provost when appropriate.
• Manage budget for events.
Duties
Located at the SaskPolytech Administrative Offices in Saskatoon, the administrative assistant is a representative of the SEA, Provost & Vice President’s Office and acts as a contact between the office of the SEA and internal and external stakeholders daily, sharing information and resources to all parties where appropriate. This position has no reporting subordinates. The Provost’s Office includes a highly productive team of seven out of scope staff. The administrative assistant understands the institutional, divisional, academic and administrative structures of the organization including lines of authority, communication and reporting. On occasion, the administrative assistant travels to various locations across the province to provide support for the SEA.
Required Qualifications, Skills and Abilities (QSA)
Requirements include a post-secondary diploma or certificate from a recognized business program and a minimum of five years experience in a senior level administrative position. Numerous combinations of education and experience will be considered. A history of strong organizational skills and budget management are required. Experience at a large publicly funded institution is considered an asset.
Desired QSA
Required Competencies
Leads Transformation
Anticipates emerging trends and creates opportunities that shape and transform the organization and the polytechnic sector in Canada.

Inspires Courage & Innovation
Models and enables creative thinking, curiosity, and calculated risk taking to create new solutions and enable transformative change.

Cultivates Strong Relationships
Builds strong and trusting internal and external relationships and brings a stakeholder and learner-centric mind set and focus to all elements of the organization.

Drives Operational Excellence
Leverages business insight, financial acumen, and operational rigor to maximize productivity and build long-term, sustainable success.

Builds Leadership & Culture
Brings authenticity, emotional intelligence, and accountability to develop leadership effectiveness in individuals, teams, and our culture.

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this position?
    • Saskatchewan Polytechnic Careers Site
    • Newspaper
    • LinkedIn
    • Workopolis
    • SaskJobs.ca
    • Social Media
    • Personal Referral
    • Other
  2. If you answered 'Other' above, please specify source here:

    (Open Ended Question)

Applicant Documents

Required Documents
Optional Documents
  1. Resume
  2. Curriculum Vitae
  3. Cover Letter