Job Description

Clerical Assistant, Department of LinguisticsThe College of Arts and Science includes 18 departments that span the natural and physical sciences, the social sciences, and the humanities; the college is also home to the School for the Arts. Several institutes, centers, and interdisciplinary programs are also part of the college, which occupies fourteen buildings across campus. The college has approximately 300 faculty, 150 staff, and 9,000 students, with annual expenditures of nearly $100-M across more than 2,000 funds. The Administrative Support Group (ASG) provides clerical and administrative support in the areas of finance, graduate support, collegial processes, faculty recruitment, sessional postings, and other specific duties for academic units and programs in the College of Arts and Science.Primary Purpose: To provide clerical and administrative support to the Department of Linguistics, and to the head of the department.Nature of Work: Reporting to the Manager, Administrative Support Group (ASG), College of Arts and Science, and as a member of the ASG, taking day-to-day direction from the department head, this position provides clerical and administrative support for the Department of Linguistics. The work is diverse in nature and requires a good understanding of a variety of administrative tasks. The position exercises decision-making in accordance with established policies and procedures. The position establishes and maintains professional working relationships with a diverse group including students, staff, instructors, the University community and various stakeholders. All work is to be carried out in adherence with established College of Arts and Science policies and procedures.Typical Duties or Accountabilities:Responsible for day-to-day clerical and administrative support in the department, including support for the department head, as follows:

• Providing general reception and clerical duties including answering telephone inquiries, email inquiries, and walk-in traffic;
• Assisting with course timetabling and class builds;
• Facilitating peer and student teaching evaluations;
• Coordinating recruitment of faculty and hiring of sessional lecturers;
• Assisting in the preparation of documents related to collegial processes, such as tenure and promotion;
• Assisting in the preparation of annual salary reviews and CV updates;
• Processing special permission requests for students;
• Providing support for departmental meetings, including taking minutes;
• Providing support for the department\'s Research Ethics Committee, including taking minutes, and tracking applications;
• Maintaining departmental college directory listings;
• Managing the departmental website and social media;
• Coordinating events and guest visits - this includes booking rooms and catering services;
• Effectively coordinating discipline-specific activities and projects in the department;
• Assisting with preparation of calendar descriptions;
• Maintaining internal databases and filing systems;
• Signing out keys/equipment;
• Assisting with financial transactions for faculty;
• Distribution of mail;
• Other duties assigned by the department head and ASG Manager, where appropriate.

This position liaises between the department and the ASG, and routinely shares work as appropriate with members of that group. As part of the ASG, this position provides clerical and administrative support to the department head and department while remaining an integral part of the central unit. This position supports other departments in the College of Arts and Science, providing coverage and relief, as assigned by the ASG Manager.Education: Completion of Grade 12 and the successful completion of an administrative assistant course through a recognized business college. An equivalent combination of education and experience may be considered. Knowledge, understanding, and acquired work experience in an office and university setting are assets.Experience: Three to five years of office experience is required, preferably in a University setting. Knowledge of College of Arts and Science and University of Saskatchewan policies and procedures would be a definite asset.Skills: Demonstrated strong organizational, time management, and relationship building skills; proven ability to work in a high volume setting and manage multiple projects with competing demands and deadlines; ability to maintain meticulous attention to detail and ensure accuracy; demonstrated professional maturity, judgment and decisiveness; ability to be self-directed and to take initiative; ability to work independently as well as collaboratively; effective interpersonal and communication skills, both written and verbal; proven ability to handle interactions with tact, diplomacy and intercultural sensitivity and to maintain confidentiality; proven ability to coordinate projects; demonstrated ability to interact effectively with internal and external stakeholders; and demonstrated strong computer skills including keyboarding and proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), PAWS, and other systems.Inquiries regarding this position can be directed to Sharla Daviduik at (306) 966-8711.Department: A&S Admin Support Group
Status: Term 12 months with the possibility of extension or becoming permanent
Employment Group: CUPE 1975
Shift: to be negotiated upon hire
Full Time Equivalent (FTE): 0.5 FTE
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: 7/24/2024
Closing Date: 8/9/2024 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus
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.

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