Clerical Assistant


Department:  College of Medicine, Admissions, Dean’s Office,

FTE: 1.0

Status:  Term, maternity leave replacement up to one year with the possibility of extension

Competition No.:  14081-C

Salary Information:  $3,829.58 to $5,165.77 per month (Operational Services, Phase 5).  The starting salary will be commensurate with education and experience.

Primary Purpose: To provide administrative support to the Admissions Office in the College of Medicine.

Nature of Work:  Reporting to the Admissions Coordinator, the Admissions Assistant is a key member of the Admissions team. The position provides support to the Director of Admissions and the Admissions Coordinator. The position exercises discretionary decision making and decisions according to established policies. The work encompasses a broad range of complex duties and processes that involve various deadlines, peak periods and situations that require both the ability to work independently as well as part of a team. Tasks involve highly sensitive and confidential matters.  It is a high volume position that requires the ability to work under pressure in a fast paced environment.

Typical Duties: Provides administrative support to the Director of Admissions and Admissions Coordinator including organizing, taking, transcribing and distributing meeting minutes; tracking and following up on action items from various committees; preparing confidential materials such as letters and reports; provides overall support to the Admissions Office; provides financial support including managing the on-line application payment system for Admissions; processing payments, expense claims, and the ordering and managing supplies for the Admissions office; provides student counseling and advising including information to prospective and unsuccessful students (both written and verbal communication) and triage whether specialized advising is required by the Admissions Coordinator; responsible for the verification of residency documents, permanent resident documents, MCAT results, equity seat eligibility, CRC’s and official transcripts; assists the Admissions Coordinator with applicant file review including the calculation of academic averages, prerequisite verification, transcript review and reference forms; assists the Admissions Coordinator with the management and coordination of information to all applicants during the entire admissions process; responsible for planning the logistics of the Multi-Mini Interview (MMI) weekend including all bookings, preparation of supplies and materials, travel arrangements, scheduling of staff, volunteers and faculty members; assists the Admissions Coordinator with MMI training and preparation of personnel; assists the Admissions Coordinator in the management and coordination of information to all assessors during the admission process, scheduling of assessor training, scheduling of assessor interviewing times, payroll, mail and email; assists the Admissions Coordinator with recruitment planning, coordination and presentation of student tours and career fairs including handling some tours of students; assists the Admissions Coordinator with data compilation from existing sources and website management; and other duties as assigned.

Education: Completion of Grade 12 and a post-secondary administrative program. An equivalent combination of training and experience may be considered.

Experience: At least five years of related experience.  Experience working in admissions would be considered an asset.

Skills:  Demonstrated professional maturity, judgment and decisiveness; ability to take initiative and be self-directed; strong evidence of relationship building; ability to work collaboratively, with polished presentation, written and interpersonal communication skills; proven ability to handle interactions with tact, diplomacy and intercultural sensitivity; exceptionally strong organizational and time management skills; demonstrated ability to work in a high volume setting and manage and prioritize multiple competing deadlines while maintaining attention to detail; ability to recognize and implement change in policies/procedures which result in the improved delivery of administration; demonstrated public relations skills including the ability to interact effectively with public, students and university and health region personnel; and proven ability to manage projects. Knowledge of the University of Saskatchewan policies and procedures is an asset.  Strong computer skills required including keyboarding and proficiency with Word, Excel, PowerPoint and Outlook.

This position is in scope of CUPE 1975.

Applications will be accepted until position is filled.

Inquiries regarding this position can be directed to Sherrill Bueckert at 306-966-6143.

Be sure to apply online as emailed applications will not be accepted.

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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.