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Office Administrator, LINC

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

Please ensure you have an updated resume and cover letter ready for uploading.

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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.

Those with Canadian settlement and language sector or non-profit work experience are welcome to apply. The successful candidate will require a Criminal Record Check (with Vulnerable Sector) as mandated by our program funders, IRCC. Possibility for extension.

Job Content (SDF) Details

Job Content (SDF) Details

Competition Number P15040
Posting Title Office Administrator, LINC
Classification Band 5
Location Saskatchewan Polytechnic Saskatoon Campus
Other Location(s) Saskatchewan Polytechnic Saskatoon Campus
Building Saskatoon Campus, Idylwyld Dr.
Other Building
Date Posted 04/24/2024
Closing Date
JIQ # 40196
Start Date 04/24/2024
End Date 02/25/2025
Open Until Filled Yes
Ongoing No
Category of work Part Time (Full Time Hours)
Bargaining Unit Professional Services
Hours of Work Regulated 36 hours (Special provisions)
Salary Range $23.54 to $28.14 hourly
Temporary Market Stipend
Incumbent
Total Assigned days (AC) / Total Hours per biweekly pay
72 hours in a bi-weekly period – Tuesday to Saturday schedule.
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.

Those with Canadian settlement and language sector or non-profit work experience are welcome to apply. The successful candidate will require a Criminal Record Check (with Vulnerable Sector) as mandated by our program funders, IRCC. Possibility for extension.

Job Duties/Qualifications, Skills and Abilities(QSA)

Job Duties

Job Duties
This position works closely with the administrative team in the Language Instruction for Newcomers to Canada (LINC) Program. This is a position that requires the successful candidate to be able to work in person and online. The LINC Program is a contract funded through Immigration, Refugees and Citizenship Canada (IRCC). The successful candidate must reside and work in Saskatchewan.

Working with Systems and Technology:
1. Accurately input, update, and maintain client records on multiple databases and spreadsheets as part of enrollment cycle.
2. Proficiently use Microsoft Office 365 tools, mainly Excel, Outlook, and SharePoint.

Client and Program Support:
3. Provide exceptional customer service to clients whose first language is not English, online, on the phone, and in-person.
4. Collect and work with sensitive client information.
5. Exercise professional judgment when handling inquiries or addressing concerns.
6. Record and edit minutes for monthly staff meetings.
7. Experience in the Canadian immigration and settlement sector would be considered an asset.

Professional Development and Team Culture:
8. Engage actively in administrative meetings and present well-considered recommendations to enhance processes and procedures.
9. Seek opportunities for continuous professional growth.
10. Stay up to date with sector trends and sector data provided by IRCC and community partners.
QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE

Specific Accountabilities
Duties
Required Qualifications, Skills and Abilities (QSA)
  1. Certificate in office administration/business/management or an equivalent combination of training and experience.
  2. Two years’ recent and relevant experience in an administrative position.
  3. Intermediate computer skills and experience in common software packages, i.e., Office 365.
  4. Skilled in database and spreadsheet management.
  5. Strong organizational and time-management skills, with the ability to prioritize tasks and manage competing demands effectively both in-person and online.
  6. Ability to maintain confidentiality and handle sensitive information with discretion.
  7. Proficient in recording and editing meeting minutes.
  8. Cultural sensitivity and effective communication skills.
  9. Proactive and self-motivated with the capability to work independently both remotely and in an on-campus setting.
  10. Effective problem-solving skills.
  11. Values diversity and inclusion.
Desired QSA
Required Competencies

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