Administrative Assistant

The Saskatchewan Distance Learning Centre requires a temporary, full-time Administrative Assistant for a 7 month term. The position will be located in Kenaston. The temporary contract will conclude on March 26, 2027, or upon the return of the incumbent.

Sask DLC is a Treasury Board Crown Corporation, created to deliver high-quality and equitable online learning programs to students across the province. Sask DLC’s head office is located in Kenaston, with an administrative office in Regina, and regional campuses located in Estevan, Kenaston, La Ronge, Moose Jaw, Neilburg, Nipawin, Prince Albert, Regina, Saskatoon, Swift Current and Yorkton.

Summary

Reporting to the Executive Assistant of Information Support Services, the Administrative Assistant is responsible for providing effective and efficient clerical and administrative support to management and information technology staff, projecting a professional image, and acting as a first point of contact for Sask DLC.

Primary Responsibilities

• Answers Sask DLC phone line and assists with inquiries including intake, Student Registration handbook, available courses and directs other telephone, e-mail and in-person inquiries and requests to appropriate staff members in a professional and helpful manner.
• Independently formats, proofreads, finalizes and distributes documents, letters, reports, spreadsheets and other information as required.
• Performs clerical duties such as word processing, spreadsheets, databases, and duplicating, collating, filing (both print and electronic), recording, sorting and other related duties.
• Gathers, collates and formats data and information in an accurate and timely manner.
• Creates new student records and verifies student data from Ministry Information Systems (MSS and SIS).
• Performs data entry duties for student and course registrations in MSS, re-enrolment, entering and updating student demographic and enrolment information, assists with student mark uploads and error correction in Ministry Information Systems (MSS and SIS).
• Verifies student documentation for validity and accuracy including birth certificates, transcripts, student visas, etc.
• Assists with ticketing system inquiries related to student/parent/school division questions regarding registration and CUME files.
• Processes incoming and outgoing mail, manually and electronically.
• CUME file management including incoming and outgoing distribution of files, scanning applicable documents, and filing of both electronic and print CUME materials.
• Prepares tuition invoices for Summer School and students 22 .
• Administers department specific software as required.
• Compiles data, statistics and other information as required.
• Coordinates meetings and special events in a proactive manner, ensuring appropriate facilities, materials and other preparations are in place and attend meetings to provide clerical support where needed.
• Performs other duties as may be required or assigned by the direct supervisor.

Knowledge, Skills, and Abilities

• Typically, the knowledge for this position would be obtained through a certificate or diploma in Office Administration, or a related field.
• An equivalent combination of education and work experience will be considered.
• Thorough working knowledge of office management practices, procedures and processes.
• Excellent working knowledge of Microsoft Word, Excel, PowerPoint and Outlook.
• Ability to communicate effectively with employees, other organizations and the public and present a positive image of Sask DLC.
• Ability to independently initiate and organize methods for office efficiencies.
• Ability to establish effective working relationships at all levels in the organization.
• Ability to manage confidential material and maintain staff and student privacy.

Employment Conditions

• Office environment/setting.
• Typical core office hours (8:00 a.m. to 5:00 p.m.) Monday to Friday.
• Travel as required.
• As with all positions, the Administrative Assistant, demonstrates an attitude of safety by always ensuring safety of self and others within the workplace.

What We Offer

Salary (Level 3 $23.07/hr. to $25.70/hr.) and benefits for this position will be in accordance with C.U.P.E. 5544 Collective Agreement September 1, 2024, to August 31, 2027.

To Apply: Interested applicants are invited to complete an online application by creating an account in UKG. Candidates are required to include a resume with cover letter and contact information for at least three professional references.

Any questions regarding this position can be directed to: [email protected]

Applications will remain open until August 31, 2026.

*The successful candidates will be required to submit a satisfactory criminal record check (vulnerable sector) as a condition of employment.

*We thank all those who apply for this position; however, only those selected for an interview will be contacted.

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