The University of Saskatchewan values diversity, and Aboriginal engagement is a strategic priority.

Clerical Assistant (Office of Student Affairs)

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Department: Undergraduate Medical Education, College of Medicine

FTE: 0.5

Status: Permanent

Competition No.: 17100-C

Salary Information:  The salary range is $3,239.60 to $4,374.07 per month, pro-rated for 0.5 FTE (Operational Services, Phase 4). The starting salary will be commensurate with education and experience.

Primary Purpose: To provide administrative support to the Undergraduate Medical Education team with a primary focus of support to the Office of Student Affairs (OSA).  

Nature of Work: Reporting to the Undergraduate Medical Education Manager, with day to day direction from the Coordinator – Office of Student Affairs, this position interacts with a diverse group of individuals including faculty, students, staff and the public. The incumbent exercises discretionary decision making and makes decisions according to established policies. The work encompasses a broad range of complex duties and processes that involve deadlines, peak periods and situations that requires 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 in a fast-paced environment, subject to multiple, conflicting deadlines and priorities, with frequent interruptions.

The ability to maintain confidentiality is an essential requirement for this position.

Typical Duties: This position supports all of the clerical aspects of the OSA including but not limited to:

  • Providing program information and data by maintaining student records, contact lists and other databases
  • Preparing required reports and participating in OSA team meetings and other meetings as required
  • Drafting, distributing, updating, and collecting documentation and correspondence, including, but not limited to, compiling and drafting agendas, letters, manuals, reports, brochures, completing meeting minutes, preparing and tracking action items and ensuring action items are completed
  • Compiling data from various sources including surveys and exporting reports into Microsoft Office applications
  • Interacting with and responding to requests from internal and external stakeholders
  • Planning and scheduling of meetings, conferences, DSS student exams, OSA programs and activities, including but not limited to, event registration, support to speakers, room booking/scheduling, transportation, catering, signage, booking audio-visual equipment, preparing documents and correspondence
  • Processing deposits, payments, travel, and purchase requisitions
  • Completing transaction reconciliation and other data entry, as necessary

This position will act as the secondary contact for inquiries to the OSA. The incumbent will maintain communication and regularly follow up with internal and external stakeholders, including but not limited to SMSS, SMA, DSS, Student Health Services, Student Counselling Services, SESD, and others as required. All work is to be completed in accordance with College and University processes and policies.

Qualifications
Education:  Completion of Grade 12 and a recognized post-secondary administrative assistant program is required.

Experience:  Three to five years of related experience. A high level of proficiency with databases, specifically advanced Excel skills and other Microsoft Office Suite and Adobe Acrobat Pro applications, is required. Typing speed must be at a minimum of 50 WPM. Knowledge of University processes, including UNIFI, Concur, AboutUS and SharePoint would be an asset.

Skills: This role requires:

  • Ability to develop and maintain working relationships with coworkers and highly effective interpersonal skills
  • Ability to prioritize and function in a demanding setting with numerous, often competing deadlines
  • Demonstrated excellent verbal and written communication skills
  • Ability to interact effectively with students, faculty and other staff, handling interactions with professionalism (tact, discretion, confidentiality and cultural sensitivity)
  • Meticulous attention to detail
  • Ability to recognize and analyze problems, to propose effective solutions and to refer issues to other staff as appropriate

While decisions are made in consultation with the OSA officer, the incumbent will exercise discretion when making independent decisions in accordance with established policies. Success in this role requires balancing the ability to work independently and as part of a team; following instructions, policies and procedures while exercising initiative; setting priorities and seeking assistance when needed. Applicants must demonstrate proficiency with Microsoft Office software, and would benefit from knowledge of University and College of Medicine procedures.

This position is in scope of CUPE 1975.

Applications will be accepted until the postion is filled. 

Inquiries regarding this position can be directed to Sherry Pederson at 306-966-6142

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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