Job Description

Clerical Assistant (Administrative Assistant)

The Johnson Shoyama Graduate School of Public Policy (JSGS), a joint school of the universities of Saskatchewan and Regina, is celebrating its 15th anniversary this year. Across the two campuses, JSGS has more than 50 staff, research and teaching faculty, managers, and directors, as well as research assistants and postdoctoral fellows. The School has strengths in Indigenous governance, social policy and inequality, science and innovation policy, climate policy, and governance. JSGS is also home to two research centres \xe2\x80\x93 the Canadian Centre for the Study of Co-operatives and the Centre for the Study of Science and Innovation Policy \xe2\x80\x93 and the Diefenbaker Canada Centre museum. The School offers seven degree programs (professional and research based) and a variety of graduate certificates. JSGS has more than 600 students and 1,500 alumni from over 80 countries.

Primary Purpose: Based in Saskatoon at the University of Saskatchewan campus of JSGS, the Administrative Assistant provides exemplary administrative and clerical support as part of the School\xe2\x80\x99s administrative support team.

Nature of Work: Reporting to the Executive Officer, the Administrative Assistant performs a range of administrative and clerical tasks that require an individual who demonstrates a high degree of professionalism, works with attention to detail, has the ability to be flexible and adaptable, and shows discretion with confidential and sensitive information. The individual in this position must demonstrate a genuine commitment to JSGS\xe2\x80\x99s operating model as a single School, support positive cross-campus interactions, and work effectively in a team environment. The Administrative Assistant will be an energetic and highly motivated individual who thrives in a dynamic and fast-paced environment. This position is of above-average complexity, and some discretionary decision making may be required within established guidelines. Excellent communication and interpersonal skills are essential, and superb customer service is required for this role. The Administrative Assistant must be able to anticipate requirements and help identify and implement solutions; good judgment is essential. Work must consistently meet high standards of accuracy in an environment of frequent interruptions and competing priorities. Some of the work is deadline driven, and competing demands are the norm. Flexibility may be required occasionally for work outside of normal operating hours; occasional travel within Saskatchewan is a requirement.

Typical Duties or Accountabilities

• Effectively represent JSGS in all contacts, ensuring the right tone and interest are projected, and maintaining appropriate confidentiality of information and materials
• Act as the primary in-person point of contact at JSGS-USask and in the JSGS executive suite, greeting, directing, and assisting students and guests
• Support committee work by scheduling meetings, assisting with the preparation and distribution of meeting agendas and notes, and following up on action items
• Support the Executive Officer and Administrative Coordinator in coordinating the effective operations of the School\xe2\x80\x99s USask campus
• Collaborate with administrative colleagues at both campuses on planning and executing School-wide meetings and activities
• Provide administrative support to the Executive Officer for a range of processes and activities, such as collegial processes, onboarding/off boarding and other HR functions, and the development of correspondence, reports, and other materials
• Distribute information and communications to a large number of stakeholders, ensuring professionalism at all times
• Serve as the primary contact for internal room bookings in the Diefenbaker Building
• Assist with logistics for and travel arrangements to School-sponsored events for staff, faculty, and students and provide logistical support for events based in Saskatoon
• Provide support for the School\xe2\x80\x99s communications and marketing functions (such as website updates, placing ads, etc.)
• Maintaining and updating central documents and list serves
• Provides support to the Executive Officer on the operational management of the Diefenbaker Building
• Providing backfill support to other members of the administrative support team
• Play an active role in continuous improvement to processes
• Other duties as assigned in support of the School\xe2\x80\x99s priorities and strategic plan and consistent with the primary purpose of the position

Education: A diploma or certificate from a recognized post-secondary office administration program or a relevant undergraduate degree (such as operations management).

Experience: At least two years of relevant experience. Demonstrated proficiency using Microsoft Word, Outlook, and Zoom is required; experience with OneDrive, Google Docs, Slack, Teams, Adobe Creative Cloud (InDesign and Illustrator), and website content management software will be considered an asset. Knowledge of and experience with University of Saskatchewan systems (AboutUs, PAWS, etc.) would be an asset. A combination of education and experience will be considered.

Skills

• A commitment to teamwork and a constructive and co-operative work culture is essential, along with the ability to establish and nurture positive working relationships
• Demonstrated sound judgment, tact, discretion, professional integrity, and cultural awareness
• Exemplary interpersonal and communication skills, both verbal and written
• Exceptional organizational skills with a proven ability to work on multiple projects with competing demands to meet deadlines
• Meticulous attention to detail and demonstrated accuracy in all aspects of work
• Ability to work both independently and collaboratively
• Demonstrated ability to adapt to changing needs, take initiative, anticipate future needs, and follow through on issues
• Proven problem-solving abilities and conflict management skills

Advanced skills in Microsoft Office programs (Outlook and Word, Excel), Adobe Creative Cloud (InDesign and Illustrator), website content management software, and strong Internet research skills Department: School of Public Policy
Status: Term One year with the possibility of extension or becoming permanent
Employment Group: CUPE 1975
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $23.35 - 30.61 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Services
Salary Phase/Band: Phase 4
Posted Date: 6/20/2023
Closing Date: 7/17/2023 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 Please review the University of Saskatchewan\'s health and safety requirements for faculty, staff and students in consideration of the COVID-19 pandemic. 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.