Part-time Administrative Assistant for TESL Saskatchewan

Posted: June 6, 2021
Closes: June 17, 2021



Regina, Saskatchewan


[email protected]


Teachers of English as a Subsequent Language Saskatchewan (TESL Sask), founded in 1972 (Formerly SCENES), is a non-profit organization serving English language teachers in Saskatchewan. TESL Sask coordinates professional development activities and supports, offers a yearly conference, and acts as an advocate for both students who are learning English and teachers who serve these students. Our members work primarily with adult learners in LINC programs, post-secondary institutions, community outreach programs, tutoring partnerships and other programs where meeting the needs of English learners is the goal. Additionally, TESL Sask works collaboratively with its sister organization, Saskatchewan Teachers of English as Additional Language (SK TEAL) to support teachers in K-12 school divisions.

TESL Sask is currently seeking a part-time licensed and contracted administrative assistant to support its operations. Reporting to the Board of Directors this position is responsible for administrative support, acting as a permanent lead in the delivery of all services offered by TESL Saskatchewan:

The incumbent will be primarily responsible for:

  • Working closely with the Board of Directors and other external partners, and institutions to serve its members;
  • Providing outstanding service and support while maintaining the policies and bylaws of non-profit organizations, ensuring PCI and Privacy compliance and that open lines of communication between the Board, membership, and external partners are consistent.
  • Acting as the first point of contact for members and partners, on the phone or email, triaging and referring to appropriate committee, individuals, sites and/or programs; assisting in attracting potential members by answering inquiries regarding opportunities and resources; providing first level advice regarding records, the registration process, accreditation eligibility, and potential PD opportunities;
  • Processing registration, accreditation and memberships; resolving issues, maintaining databases and records, providing web registration support, remote technical support, processing of payments/invoices and issuing of receipts;
  • Processing financial transactions and reports, post-dated payments, refunds, reconciling cash, preparing deposits, accounts payable and receivable, contacting members regarding delinquent accounts with both membership and accreditation, and year end reporting;
  • Coordinating bookings, set-up and preparations for board meetings, AGMs, and PD events for the organization, acting in the capacity of secretary and treasurer;
  • Updating and maintaining the TESL Saskatchewan website, along with website development;
  • Writing, collecting submission materials, submitting, and managing non-profit grant proposals;
  • Completing a variety of tasks which are sometimes confidential in nature; using technology effectively to enter data, draft, edit, revise, and print letters, tables, reports and other materials;
  • Establishing, maintaining, processing, and updating files, records, and other documents;
  • Performing other miscellaneous job-related duties as assigned.

Position Requirements:

  • Skills and demonstrated experience in the use of complex database systems and accounting systems such as: Simply Accounting, Microsoft Office systems including Access, POS platforms- Stripe, Paypal, Event & Communication Management platforms- MailChimp, and Social Media platforms is required;
  • Ability to deliver excellent customer service, including providing responsive, high quality service to a diverse group with varied needs;
  • Demonstrated experience in records management and maintenance;
  • Demonstrated knowledge of and skill in non-profit office practices, principles and procedures;
  • Demonstrated experience in accounting and cash management principles and procedures required including experience with cash, and cash reconciliation, along with year-end requirements;
  • Demonstrated advanced skill in the use of Microsoft Office programs (Word, Excel, Access, Google Drive, Youtube and Social Media platforms);
  • Demonstrated ability to create, compose, and edit a variety of electronic and written documents;
  • Ability to make effective administrative/procedural decisions and recommendations;
  • Proven organization and coordination skills to balance multiple demands and responsibilities, while maintaining accuracy and attention to detail; ability to analyze complex problems;
  • Comprehensive knowledge of non-profit organizations governance, grant writing, and the legal responsibilities for compliance;
  • Ability to maintain confidentiality of records and information;
  • Ability to communicate effectively and accurately, both orally and in writing;
  • Experience with or knowledge of English learners, or of teaching adults would be an asset.

The current estimated time commitment is ~40 hours a month with fluctuating demands on time based on board activities. More hours are likely during conference planning and wrap-up (April / May), AGM (May), but fewer hours are likely when the board pauses over the summer (July, August).
Given the current location of the board’s files and mailbox, the ideal candidate will live in or near Regina. However, candidates who live outside of the area but in Saskatchewan may still be considered. Occasional paid travel within the province may be required. Pay through contract will be commensurate with experience and hours delivered but will not exceed $12K annually.

To apply, submit a cover letter and resume with at least three references to [email protected] by no later than June 17th at 4 pm. Interviews will take place via zoom on Saturday, June 19th or Sunday, June 20th.

Thank you to all applicants. Only those chosen for interviews will be contacted.

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