Administrative Assistant, Executive Director's Office
Department: School of Public Health
FTE: 1.0 FTE
Status: Permanent
Competition No.: 13020-E
Salary Information: The salary range is $40,084 to $63,359 per annum (Administrative, Phase 2). The starting salary will be commensurate with education and experience.
Primary Purpose: This position is responsible for confidential administrative support for the school.
Nature of Work: Reporting to the Executive Director and Assistant Executive Director, the incumbent is a key assistant for the Executive Director and the school’s leadership team. This position is of moderate complexity with general supervision. The work is varied and requires a high level of attention to detail in a busy environment with frequent interruptions. The position requires above average discretion in decision making and the handling of sensitive information and material. This position interacts with diverse groups both internal and external to the university.
Accountabilities:
- Ensures appropriate treatment of confidential information and/or documentation.
- Familiarity with university collegial processes
- Coordinates Accreditation;
- The incumbent is the first point of contact for outside agencies as well as on campus units and school faculty.
- Must become knowledgeable with the requirements for accreditation, as well as be the coordinator for any and all site visits by the accrediting agency.
- Coordinates with faculty to ensure any report data they are required to provide follows accreditation policies and is submitted in a timely manner. That is, in preparing the self-study report; will be responsible for compiling all necessary information into one document, to be reviewed and approved by the Accreditation Committee.
- Responsible for any yearly report updates as may be required by the accreditation body.
- Responsible for the compilation and submission of accreditation documents.
- Provides support to various committees. Duties to include scheduling meetings, preparation and distribution of materials, taking, transcribing and distribution of meetings. Tracks and follow up on action items from meetings.
- Prepares draft letters and reports as required by the Executive Director or leadership team, in addition to developing and maintaining accurate, timely, and skillfully formatted documents and presentations. The incumbent will be expected to prepare draft documents and proposals based upon committee meeting and individual feedback.
- Assists with the coordination of faculty recruitment. This includes appropriate placement of advertisements, contact with central administration for necessary recruitment documentation. Following university policy for travel and faculty recruitment schedules interviews and accommodations for candidates.
- Maintains a broad tactical focus and provides effective representation of the office of the Executive Director in all contacts, ensuring that the right tone is projected and the interests of the School are protected, by effectively dealing with issues and concerns, and solving or referring problems as they arise in consultation with the Executive Director.
- Direct administrative support for the Executive Director, coordinating and monitoring calendar, facilitating document and other needs for meetings, scheduling meetings and making any travel arrangements.
- Coordinates and supports collegial processes for faculty including recruitment, annual reviews, tenure and promotion and salary reviews
Qualifications
Education: Undergraduate degree in a field which instills
strong organizational and writing skills. An equivalent combination of
education and experience may be considered.
Experience: A minimum of two years of experience working
in an administrative position. Familiarity with university collegial processes an asset. Experience drafting complex documents
required.
Skills: Effective interpersonal, communication, time management and organizational skills. Excellent writing skills and familiarity with office settings. Proficient with Microsoft Office applications, including Outlook. Ability to predict and meet the needs of the Executive Director and Assistant Executive Director. The ability to work independently as well as part of the team. The position requires expert interpersonal skills and judgment.
This position is exempt from any bargaining unit.
Applications will be accepted until the
position is filled.
Inquiries regarding this position can
be directed to Shari Peters at 966-1608.
Be sure to apply online as emailed applications will not be accepted.
The University of Saskatchewan is strongly committed to a diverse and inclusive workplace that empowers all employees to reach their full potential. All members of the university community share a responsibility for developing and maintaining an environment in which differences are valued and inclusiveness is practiced. The university welcomes applications from those who will contribute to the diversity of our community. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.
