Continuing Education Administrator Job at Saskatchewan Polytechnic
Saskatchewan Polytechnic Regina, SK
$4,024–$4,812 a month
Competition Number
P13335
Posting Title
Continuing Education Administrator
Classification
Band 7
Location
Saskatchewan Polytechnic Regina Campus
Other Location(s)
Saskatchewan Polytechnic Regina Campus
Building
Other Building
Date Posted
05/09/2023
Closing Date
JIQ #
60074
Start Date
07/03/2023
End Date
Open Until Filled
Yes
Ongoing
Yes
Category of work
Full Time
Bargaining Unit
Professional Services
Hours of Work
Regulated 36 hours (5/4 work pattern)
Salary Range
$2,012.15 bi-weekly-$2,405.92 bi-weekly
Temporary Market Stipend
Incumbent
Total Assigned days (AC) / Total Hours per biweekly pay
Monday to Friday, 5/4 work pattern, 72 hours per biweekly.
Posting Status
Open
Job Duties/Qualifications, Skills and Abilities(QSA)
Job Duties
Job Duties
Provides lead professional support in all aspects of the administration of Career Enhancement Programs and Services. This includes:
1. Provide budgeting and financial forecasting expertise which includes analyzing and tracking cost center budgets, advising and recommending accordingly to the PH/CEC, contributing to the development and implementation of the operating budget and annual financial business plan, preparing and tracking employee service contracts and other part-time positions, and using SaskPolytechnic web requisitioning process to pay invoices.
2. Upon receipt of general guidelines from PH/CEC, prepare detailed cost estimates for programs and services. Complete all forms related to budget development and costing/pricing. Prepare reports for Dean (to be reviewed by PH/CEC)
3. Continuously track all expenditures and revenues using a variety of systems including FAST, database, spreadsheets, Banner financial statements, etc. Ensure that programs/services are on target and on budget. Watch for incorrect entries and discrepancies.
4. Prepare financial action memos and payroll redistribution forms to move expenditures to correct org codes.
5. Develop and maintain spreadsheets to aid in preparing and summarizing financial information from multiple org codes.
6. Provide detailed information on programs and services to public, potential students, employers and others.
7. Independently consult and problem solve with other SaskPolytechnic staff regarding administrative and/or financial issues that may arise.
8. Complete all forms related to registering students in programs/courses. Ensure students receive usernames/passwords in a timely manner.
9. Ensure adequate classroom and office supplies are available. Prepare all purchase orders etc. for area. Decide on quantity and timing of purchases.
10. Ensure instructors have equipment, handouts and administrative information necessary to deliver training.
11. Schedule courses, classrooms and monitor registration levels. Manage room bookings.
12. Monitor staff time sheets to ensure they are correct. Consult with CEC/PH regarding discrepancies. Assist in preparation of instructor profiles.
13. Take lead role in TOWES administration. This includes receiving orders, sending out shipments, ensuring adequate supplies, tracking expenses, liaising with Bow Valley College (supplier), saving and organizing all test results for province, providing information on TOWES to customers.
14. Assist PH/CEC in recruitment for courses/programs. This includes preparation of ads, assisting during information sessions.
15. Troubleshoot problems interfering with students’ success – attendance, financial issues, etc.
16. Student follow up regarding employment status and reporting as required.
17. Manage petty cash.
1. Provide budgeting and financial forecasting expertise which includes analyzing and tracking cost center budgets, advising and recommending accordingly to the PH/CEC, contributing to the development and implementation of the operating budget and annual financial business plan, preparing and tracking employee service contracts and other part-time positions, and using SaskPolytechnic web requisitioning process to pay invoices.
2. Upon receipt of general guidelines from PH/CEC, prepare detailed cost estimates for programs and services. Complete all forms related to budget development and costing/pricing. Prepare reports for Dean (to be reviewed by PH/CEC)
3. Continuously track all expenditures and revenues using a variety of systems including FAST, database, spreadsheets, Banner financial statements, etc. Ensure that programs/services are on target and on budget. Watch for incorrect entries and discrepancies.
4. Prepare financial action memos and payroll redistribution forms to move expenditures to correct org codes.
5. Develop and maintain spreadsheets to aid in preparing and summarizing financial information from multiple org codes.
6. Provide detailed information on programs and services to public, potential students, employers and others.
7. Independently consult and problem solve with other SaskPolytechnic staff regarding administrative and/or financial issues that may arise.
8. Complete all forms related to registering students in programs/courses. Ensure students receive usernames/passwords in a timely manner.
9. Ensure adequate classroom and office supplies are available. Prepare all purchase orders etc. for area. Decide on quantity and timing of purchases.
10. Ensure instructors have equipment, handouts and administrative information necessary to deliver training.
11. Schedule courses, classrooms and monitor registration levels. Manage room bookings.
12. Monitor staff time sheets to ensure they are correct. Consult with CEC/PH regarding discrepancies. Assist in preparation of instructor profiles.
13. Take lead role in TOWES administration. This includes receiving orders, sending out shipments, ensuring adequate supplies, tracking expenses, liaising with Bow Valley College (supplier), saving and organizing all test results for province, providing information on TOWES to customers.
14. Assist PH/CEC in recruitment for courses/programs. This includes preparation of ads, assisting during information sessions.
15. Troubleshoot problems interfering with students’ success – attendance, financial issues, etc.
16. Student follow up regarding employment status and reporting as required.
17. Manage petty cash.
QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE
Specific Accountabilities
Duties
Required Qualifications, Skills and Abilities (QSA)
1. Grade 12 plus two years relevant post-secondary education, which includes courses in office management and administration, or an equivalent combination of training and
experience.
2. Three years’ experience performing administrative work (e.g. Working with minimum direction, organizing and prioritizing workloads, processing large amounts of diverse information, and applying general guidelines and operating procedures to differing situations).
3. Demonstrated ability to accurately gather, compile, calculate, verify, and summarize
data in the development and maintenance of budgets.
4. Training or experience at the intermediate level with common software packages, i.e.
MS Office Suite.
5. Demonstrated experience using database applications at the intermediate level
including data entry and manipulation, report generation using parameters, data merges,
and preparing, interpreting and using data to make decisions.
6. Effective interpersonal skills.
7. Ability to work independently and cooperatively with others in a team environment to establish, build and maintain positive working relationships and to ensure deadlines, goals and objectives are met.
8. Effective communication skills (oral and written).
9. Demonstrates valuing diversity.
experience.
2. Three years’ experience performing administrative work (e.g. Working with minimum direction, organizing and prioritizing workloads, processing large amounts of diverse information, and applying general guidelines and operating procedures to differing situations).
3. Demonstrated ability to accurately gather, compile, calculate, verify, and summarize
data in the development and maintenance of budgets.
4. Training or experience at the intermediate level with common software packages, i.e.
MS Office Suite.
5. Demonstrated experience using database applications at the intermediate level
including data entry and manipulation, report generation using parameters, data merges,
and preparing, interpreting and using data to make decisions.
6. Effective interpersonal skills.
7. Ability to work independently and cooperatively with others in a team environment to establish, build and maintain positive working relationships and to ensure deadlines, goals and objectives are met.
8. Effective communication skills (oral and written).
9. Demonstrates valuing diversity.
Desired QSA
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