Clerical Assistant

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Department:  College of Education

FTE: 1.0

Status:  Term, leave replacement, up to one year.

Competition No.:  14169-C

Salary Information: $3,098.55 to $4,182.97 per month (Operational Services, Phase 4).  The starting salary will be commensurate with education and experience.

Primary Purpose: To provide administrative support to the Department Heads and faculty in the departments of Educational Administration and Educational Foundations in the College of Education.

Nature of Work: Reporting dually to the Department Heads of Educational Administration and Educational Foundations, working in support of Department Heads, faculty, sessional lecturers, and other staff, the incumbent works in a team environment in support at the departmental level across multiple departments. The work involves multiple competing demands and a high level of attention to detail. This position works as part of a team and is moderately complex and the incumbent will be assisted by the supervisors in determining appropriate action for more complex issues and decisions. This position is expected to prioritize items as they are received in the department and ensure the Department Heads are prepared for upcoming departmental needs and requests. This position is expected to ensure a professional and pleasant office environment. The position supports the Department Heads in the administrative, academic and some fiscal operations of the departments.

Typical Duties: Executive assistance to the Department Heads including calendar updating and maintenance, travel arrangements, meeting preparation including compiling organizing materials, drafting written correspondence; collegial process support to the Department Heads and faculty in preparation of case files including those for promotion, tenure and renewal of probation; collegial process support to the Department Heads for faculty recruitment and salary review including preparation of forms as well as assistance in organization of meetings including setting of agendas and taking minutes; administrative support to faculty including assistance with forms, UniFi, copyright compliance, course preparation, and others as required; financial support to the Department Heads including reconciling all funds for which the Department Heads are the financial managers and providing monthly and year-end financial statements to the Department Heads for review and maintaining financial fund files; support to the Department Heads in course assignments and departmental teaching obligations related to faculty, sessionals and graduate students; clerical support for department meetings including preparation and distribution of the agendas and minutes; ensure department files are organized and up to date; keep historical and current records of course syllabi and CVs; completion of the faculty workload documents; administrative support and general office reception including in person, email and phone; payment of invoices; processing of travel claims; course build; hiring of sessional instructors including posting and appointments; assistance to the Department Heads in conducting sessional performance reviews; research, compile and organize information as needed by Department Heads and faculty; booking rooms; manage online course evaluations; ordering food; distribute office mail; duplication of material; typing confidential and other material such as course evaluations, syllabi, assignments, exams, correspondence, etc.; ordering textbooks and stationary supplies; maintaining the printer and fax machines; support to other academic departments as required in a team environment; and other related duties as assigned including support for special events, projects and initiatives in the departments.

Qualifications
Education: Completion of Grade 12 and a recognized post-secondary secretarial or administrative program. 

Experience: At least two years of related experience in a University setting. Knowledge of the University of Saskatchewan and College of Education, and University policies and procedures. Working knowledge of SiRIUS, PAWS, UniFi, About US, Advisor Services, Degree Works, Microsoft Office computer applications and email communication are required. 

Skills: Strong interpersonal skills and demonstrated public relations skills, including the ability to handle interactions with faculty, staff, students and the general public with tact, discretion, cultural sensitivity and in a courteous, confidential and professional manner; ability to build and maintain effective working relationships; demonstrated ability to maintain positive relations with faculty, students, co-workers, and the public; self-motivated and organized with the ability to work independently and confidentially as well as part of a team; effective written and verbal communication skills; ability to set priorities and work within deadlines; demonstrated time management skills; demonstrated effective organizational skills; proven ability to work on multiple projects with competing demands to meet deadlines while maintaining a professional and pleasant demeanor; attention to detail and demonstrated ability to organize events and projects; resourceful; efficient; demonstrated proficiency in all aspects of clerical and administrative work; proficient typing speed and proven

This position is in scope of CUPE 1975.

Applications will be accpeted until filled.

Inquiries regarding this position can be directed to Jae-Anne Peace at 306-966-7651.  

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.

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