Job Description

Administrative Assistant

Position: The position is .6 FTE and part of University of Saskatchewan Employee\'s Union, CUPE 1975 (Phase 2). The position start date is negotiable, but incumbent will be expected to start by September 1, 2023. The position is a one-year term with possibility of extension.

Organizational Profile: The Urban Public Health Network (UPHN) is a national network established in 2004 which today includes the Medical Officers of Health in 24 of Canada\'s large urban centres. Working collaboratively and with a collective voice, the Network addresses public health issues that are common to urban populations. The UPHN performs research on topics of relevance and interest to our membership and augments the lessons from our findings to support implementation, knowledge translation, and educational and networking events.

Primary Purpose: The primary UPHN office and its research projects are based at the University of Saskatchewan. UPHN is currently seeking an Administrative Assistant to support research and operational activities in the areas of human resources, financial, meeting and event organizing, and communications (including website updates).

Nature of Work: Reporting to the UPHN President, with oversight by UPHN\'s Assistant Director, the Administrative Assistant is responsible for supporting the day to day administrative work associated with the network and UPHN research projects.

The incumbent acts as a liaison between research team members, the College of Medicine and Usask administrative/financial units. The incumbent will process new research hires and will assist in the daily transaction of research funds. The Administrative Assistant will provide support to UPHN Management - including research management - in reporting to granting agencies and auditors on financial transactions. The position requires effective time management and multi-tasking to meet crucial deadlines and requires a high level of accuracy. The work will have various deadlines, peak periods and situations that require both the ability to work independently and as part of a team. The work requires responsiveness and attention to detail.

Typical Duties/Accountabilities

Human resources/Personnel:

• Submit job changes (new hires, salary or FTE changes, extensions/terminations) through About-US
• handle paperwork for hiring grad students, patient advisors, consultants/contractors
• Responsible for assigning and overseeing office space allocation
• Ensuring new hires have proper onboarding needs (such as I.T. acquisitions)

Financial

• Monitor network accounts which includes monies from four funders (CIHR, SK Health Research Foundation, College of Medicine, PHAC)
• Keep monthly financial records on file for each fund (Operating Statements, Transaction Details and receipts)
• Periodically prepare project financial statements/spending to budget
• Maintain project spreadsheets for each fund and overall project
• Prepare journal vouchers as needed
• Handle expenses and paperwork related to network travel, i.e., submit travel requests, assist in booking flights, hotels, submit travel claims through Concur
• Ensure all invoices are paid and charged to the appropriate fund number

Meetings & Events:

• Assist with events and meetings in consultation with UPHN Assistant Director and/or Research Manager - arrange meeting times, book meeting room, circulate agenda beforehand, take minutes during meeting and circulate afterwards
• Administrative support in organizing UPHN workshops, seminars etc. - facility/room and meal bookings, contracts, reimbursing expenses, preparing materials, etc.
• Completing applications for continuing medical education credits with College of Physicians and Surgeons, and Canadian Family Physicians for workshops/conferences when needed

Communications:

• Update website as required

Other

• Order office supplies, materials and equipment as needed
• Maintain UPHN membership contact list

Qualifications:

Education: A diploma in business administration, including at least one course in financial accounting is required. A degree in commerce or business administration is preferred.

Experience: 3-5 years of relevant experience, including working in a research environment, is required. Experience working in a diverse and inclusive environment is required. Knowledge of Tr-Agency funding is considered an asset. Experience with FAST reports, Concur, Connection Point and other Usask systems is highly regarded as an asset for this position.

Skills: Proficient computer skills, including Microsoft Office applications and a high level of attention to detail are required. Exceptional interpersonal skills, organizational and prioritization skills are required. Communication skills, in website or social media, are considered an asset. High comfort and tolerance to manage stress and role demand.

Please submit your CV and Cover Letter by Monday, July 24, 2023.

For further inquiries, please contact:

Yvonne Hanson

Assistant Director, UPHN

Department: Community Health and Epidemiology
Status: Term 12 months with the possibility of extension or becoming permanent
Employment Group: CUPE 1975
Shift: Monday-Friday, negotiable
Full Time Equivalent (FTE): .6
Salary: The salary range, based on 1.0 FTE, is $20.38 - 23.75 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Administrative
Salary Phase/Band: Phase 2
Posted Date: 7/12/2023
Closing Date: 7/25/2023 at 6:00 pm CST
Number of Openings: 1
Work Location: May be eligible for hybrid work under the terms of USask\'s Alternative Workspace Guidelines

The successful applicant will be required to provide the following current verification(s) where \'Yes\' is indicated below. Further information is available at:

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 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\'s 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.

University of Saskatchewan