Job Description

Administrative Assistant

Primary Purpose: The administrative assistant provides confidential and high-level administrative support to the Governance Office (GO) and its staff. This position acts as a first point of contact for the Governance Office and deals with a broad spectrum of queries. This position also provides general administrative support to the office to ensure the smooth functioning of the unit.

Nature of Work: Reporting to the University Secretary and Chief Governance Office, the administrative assistant is a key contact and resource in a team-orientated, high-volume office setting with multiple and competing demands and deadlines. This position requires the ability to work under pressure with minimal supervision in a fast paced environment where there is continuous change, shifting priorities and frequent interruptions. Dealing with competing deadlines and multi-tasking is the norm. Must be able to plan workflow to handle deadlines, peak periods and unexpected situations. Judgment is exercised in the managing of schedules and bringing forward work, as well as in determining the appropriate guidelines or procedures. Difficult or unusual issues, problems or situations would be discussed with or referred to the office manager or the university secretary to determine appropriate solutions. Attention to detail and accuracy is a must as impact of error is high. Considerable discretion and judgment is required as the position is privy to and handles complex, sensitive, and confidential information.
Typical Duties or Accountabilities:

• Provides administrative support to members of the Governance Office (GO) by assisting in booking meetings, managing meeting logistics, and coordinating meeting materials;
• Working with the Governance Office to ensure effective administrative support to the Chancellor;
• Anticipates the support needs of the GA team based on the priorities and calendars.
• Provides support in coordinating and preparing logistics for large meetings and events.
• Maintains effective filing and bring-forward systems.
• Works with the GO administrative team to support the initiatives of the office.
• Ensures confidentiality of sensitive information.
• Provides support for GO managed funds including: managing reimbursements for staff and stakeholders, financial reconciliation, and processing journal vouchers.
• Provides administrative support to GO during absences and/or times of increased work volume including scheduling meetings, preparing and distributing agendas and materials, setting up for committee meetings, maintaining records and addressing requests for information.
• Performs general office duties including, but not limited to: photocopying, printing, filing, ordering supplies, maintaining printers, travel arrangements, processing invoices and claims for reimbursement, handling mail.
• Effectively represents the GO, ensuring the appropriate tone and interest is projected, deals with issues and concerns, solves or refers problems as they arise in a timely, respectful and effective manner.
• Conducts regular reviews of administrative procedures and revises as needed to ensure effective time management.
• Creates healthy, respectful, collegial and productive work and learning environments within OUS and collaborative units.

Education: Post-secondary certificate or diploma in office administration or equivalent from a recognized college or technical school. An equivalent combination of education and experience may be considered.

Experience: Three to five years of administrative experience, preferably with experience supporting a senior administrative position. The demonstrated ability to support senior level administrators and to work effectively and discretely with confidential and sensitive information is essential. A combination of education and experience will be considered.

Skills: Proven ability to handle highly confidential and sensitive information with attention to detail and accuracy; excellent organizational skills; demonstrated ability to efficiently prioritize, work independently and as part of a team, as well as manage multiple projects simultaneously with imposed deadlines; ability to exercise initiative and sound judgment, including ability to recognize and anticipate issues in order to deal with them proactively. Demonstrated ability to manage interactions with tact, discretion, confidentiality and sensitivity; ability to pay attention to detail; and exemplary interpersonal and written and verbal communication skills enabling effective interaction with a broad range of university units and external partners. Possess an energetic and enthusiastic positive attitude towards work. A high level of proficiency using Microsoft Office applications, Adobe Professional software and electronic calendaring systems.

Inquiries regarding this position can be directed to Julian Demkiw at julian.demkiw@usask.ca. Department: Governance Office
Status: Permanent
Employment Group: Exempt
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $40,800.00 - 66,300.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable):
Salary Phase/Band: Phase 1
Posted Date: 6/20/2023
Closing Date: 8/1/2023 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus
The successful applicant will be required to provide the following current verification(s) where \'Yes\' is indicated below. Further information is available at: https://careers.usask.ca/tips-for-applying.php Criminal Record Check: Not Applicable
Driver\'s License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the deybwewin | taapwaywin | tapwewin: Indigenous Truth policy and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan\xe2\x80\x99s main campus is situated on Treaty 6 Territory and the Homeland of the M\xc3\xa9tis. We pay our respects to the First Nations and M\xc3\xa9tis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.