Office Administrator- Continuing Care Assistant (CCA) Program

Multiple locations: Saskatchewan Polytechnic Regina Campus and Saskatoon Campus.

Part-time position (regulated 36 hours per week on a 5/4 work pattern) with a biweekly pay period of 72 hours. Schedule: Monday to Friday, 08:00 to 16:30.

Temporary position from September 1, 2026, to June 30, 2027. Salary range: $34.05–$40.67 hourly.

About the role

The Office Administrator plays a pivotal role in the administration of the Continuing Care Assistant (CCA) program, ensuring effective coordination and management of processes to support its successful delivery. This includes managing systems and procedures to ensure the availability of adequate resources to support student learning experiences.

Reporting directly to the Academic Chair, the Office Administrator works closely with Program Heads, faculty, Clinical Placement Coordinator, professional services staff, and leadership teams at Regina, Saskatoon, and Prince Albert sites, as well as external stakeholders.

Responsibilities

• Develop and maintain large databases to streamline program operations and administration.
• Lead the development and implementation of processes related to the CCA program, ensuring quality and innovation.
• Make strategic recommendations for program quality improvement initiatives.
• Support faculty resource planning to ensure adequate support for student learning experiences, including PLAR.
• Implement creative, effective solutions by analyzing and synthesizing data from diverse sources.
• Serve as a frontline resource for students, faculty, staff, the public, and external agencies.
• Provide program information and liaise with internal and external stakeholders.
• Foster a professional, confidential, and positive environment for students, staff, and faculty.
• Coordinate and assist Program Heads and Academic Chair with internal and external program meetings.
• Prepare reports while maintaining confidentiality and responding to requests with minimal supervision.
• Prepare materials and displays for career fairs, including ordering promotional items.
• Support the CCA program leadership with career fairs, engaging with prospective students and partners.
• Support the facilitation and development of programs within the CCA program.
• Collaborate with the Program Head in developing timetables to optimize the use of facility resources for student learning.
• Utilize scheduling applications and databases and coordinate with Academic Scheduling to create comprehensive schedules for programs and student activities.
• Communicate facility resource management plans effectively to faculty.
• Provide orientation and training for new Professional Services office staff.
• Facilitate orientation for new faculty, including onboarding and offboarding processes.
• Oversee infrastructure support.
• Collaborate with Regional Colleges and other external stakeholders to ensure faculty and staff have access to CCA resources at Saskatchewan Polytechnic, as well as cross-site access to institutional documents and databases.
• Oversee the daily management of the general office, including maintenance and coordination of physical facilities such as office equipment, computers, furniture, and appliances, as well as other non-academic functions.
• Oversee the procurement of office supplies using a P-card and Web Reqs.
• Research costs and coordinate the purchase of equipment from external suppliers to ensure cost-effective and efficient acquisitions.
• Critically evaluate program processes and systems to assess their usefulness, effectiveness, efficiency, and impact on nursing students’ learning experiences and faculty satisfaction.
• Support the assignment of faculty workloads, assisting the Program Heads and Academic Chair with Workload Calculators.
• Facilitate and receive data and information for faculty and student evaluation processes (e.g., student and faculty feedback).
• Coordinate program evaluation processes with the Program Heads and Academic Chair.
• Assist with casual staffing and liaise with clinical placement work as needed, working with the Clinical Placement Coordinator.
• Manage faculty risk management processes, including receiving, uploading, and maintaining confidential faculty employment requirements, ensuring data accuracy and currency.
• Oversee processes related to managing student data, including student lists and attendance.
• Oversee processes related to student exams, including printing, distributing, and processing exams using exam software.

Requirements

• Equivalent to completion of a Diploma Training Program at a College or Technical School, with the ability to understand, utilize, and communicate specialized information in speech and written text.
• Three to four years of recent, relevant experience.
• Advanced Microsoft Office (Excel, Word, PowerPoint, Forms) skills.
• Knowledge of spreadsheets, databases, and experience with data management for tracking student information (e.g., HSPnet), academic scheduling (e.g., Infosilem), and exam software (e.g., Remark).
• Strong leadership, independent problem-solving, and organizational skills.
• Excellent communication abilities, skilled in minute-taking, transcribing, compiling statistical reports, and collaborating with diverse groups (students, faculty, staff).
• Knowledge of WebReq for purchasing, reviewing expense claims, and attention to financial accuracy.
• Familiarity with medical terminology, project management, conflict resolution, and experience with nursing/health sciences program processes.
• Strong understanding of computer technology, performing audits, and providing IT assistance.
• Maintaining filing systems, managing confidential faculty, staff, and student forms, and ensuring accurate documentation.
• A commitment to integrity, professionalism, and dependability in representing Sask Polytech and the Leslie and Irene Dubé School of Nursing.

Skills

• Creating honest, trusting, and successful working relationships with others by demonstrating competence and reliability.
• Handling a large amount of work efficiently and effectively.
• Working collaboratively to share expertise and achieve outcomes that benefit the organization.
• Ensuring accuracy in all relevant aspects of work.
• Taking ownership of activities and coordinating efforts across teams without direct authority.
• Adapting to tight deadlines, heavy workloads, and sudden or frequent changes in priority.
• Staying motivated despite delays, setbacks, policy shifts, and disappointment.
• Taking responsibility for clarifying expectations and acknowledging how personal decisions impact work accomplishments.
• Demonstrating self-motivation, with effective performance driven from within.