Job Description

Clerical Assistant, Division of Social Accountability
The Office of Vice Dean Indigenous Health (OVDIH) is a unit within the Dean's Office at the College of Medicine (CoM) whose social justice mission is to humbly walk alongside all people of Saskatchewan and the College of Medicine towards equitable health, well-being and belonging, seeking truth and justice now and for the future generations. We build and challenge the capacity of the College of Medicine community to enhance the skills, attitudes and education necessary to support the citizens of Saskatchewan so they can grow and thrive.
The office supports a coordinated approach to community engagement for priority projects of the College and works collaboratively across the College and provincial health system to ensure the high-level aspirations of the College and departments related to Indigenous Health, Equity, Diversity and Inclusion (EDI) and Social Accountability strategies are met. The Division of Social Accountability (DSA) falls under the OVDIH.
Primary Purpose: To provide administrative support to the physicians, specialists and administrative leads of the OVDIH and DSA portfolios of work (Indigenous health, social accountability and equity, diversity and inclusion).
Nature of Work: Reporting to the Manager, OVDIH, the Clerical Assistant is part of a collaborative, agile and cross-functional provincial team. Working closely with the physician leads, specialists, and administrative leads of the DSA and OVDIH, the Clerical Assistant supports the team in facilitating the delivery of Indigenous Health, Equity, Diversity and Inclusion and Social Accountability strategies within the College of Medicine. The successful candidate must be able to work independently as well as part of a team, perform all aspects of their work with minimal supervision or direction, and exercise discretionary decision making appropriate for the position.
Typical Duties or Accountabilities:

• Effectively represents the OVDIH and DSA in all contacts, ensuring the appropriate tone and interest are projected, dealing with issues and concerns, solving or referring problems as they arise
• Respond to inquiries/requests to the office, and direct communication between faculty, students, staff, and community members
• Provide high-quality administrative support for the OVDIH and DSA committees and projects, including but not limited to coordinating IT and equipment needs for the office; attend meetings, preparing accurate minutes of decisions and action items and provide support to complete the action items; ensuring access to all equipment, rooms, obtain keys and supplies needed for staff to complete their duties; prepare submissions for invoice payments, PCard transactions and other financial requests based on USask policy and procedures; assist with the process of recruiting and interviewing contractors, faculty and staff
• Assist with budget and other financial processes, including reconciliation of financial transactions, processing payments, and PCard reconciliations
• Assist with the promotion and logistical details of conferences, events, activities and programs
• Provide efficient, accurate and confidential support to the physician leads, administrative leads, specialists, and manager, including: drafting agendas and meeting packages; conducting research, analyzing materials and producing and/or participating in the development of reports and papers; preparing meeting summaries, background papers, and correspondence
• Provides comprehensive administrative support to the physician leads, specialists, and administrative leads, including calendar management, meeting coordination, and distribution of agenda and minutes
• Supports the management of social media and website updates
• In collaboration with the Vice Dean's administrative coordinator, ensure appropriate coverage of administrative staff within the OVDIH
• Ensure priorities and deadlines are met and that correspondence and documentation are handled efficiently, accurately and confidentially
• Use judgment, confidentiality and discretion when handling sensitive issues
• As a member of the OVDIH team, participate in regular meetings, planning and strategy sessions and contribute to a team culture that encourages both individual and team accomplishments and successes
• Contribute to a welcoming environment for all people, be respectful of the space, Indigenous communities and individuals of diverse backgrounds, perspectives, experiences and people
• Other duties as assigned to support the ongoing operations, strategy implementation and innovations in the OVDIH.

Qualifications:
Education:
Completion of Grade 12 and a recognized post-secondary administrative assistant program is required. A combination of education and experience may be considered.
Experience:
Three to five years of related experience providing clerical/administrative support within a fast-paced and highly dynamic office environment, preferably in a university setting. Proficient typing and computer skills with proficiency in Microsoft Office. Knowledge of university processes (UniFi, UniFi Plus, FAST, Concur and About US) would be considered an asset.
Skills:
Excellent organizational skills; demonstrated ability to pay attention to detail and handle highly confidential and sensitive information with accuracy; exemplary interpersonal, written and verbal communication skills, enabling effective interaction with a broad range of university units and external partners. The ability to function in a high volume setting with competing demands and deadlines, while maintaining a high degree of efficiency and accuracy. Demonstrated ability to efficiently prioritize work, and manage multiple projects simultaneously within imposed deadlines; work independently and as part of a team. Ability to exercise initiative and sound judgement, including ability to recognize and anticipate issues to deal with them proactively. Proven ability to work with a courteous and professional demeanor with limited general supervision and ability to manage interactions with tact, discretion, confidentiality and sensitivity. Possess an energetic, enthusiastic and positive attitude towards work. A high level of proficiency using Microsoft applications, Power PDF Advanced software and USask specific software and systems.
This position is in scope of CUPE 1975.
Inquiries regarding this position can be directed to Bill Ng at bill.ng@usask.ca.
Department: College of Medicine
Status: Term 1 year with the possibility of extension or becoming permanent
Employment Group: CUPE 1975 - Restricted
Shift: Mon-Fri, 8:00-4:30
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: 8/20/2025
Closing Date: 9/2/2025 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 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 Metis. We pay our respects to the First Nations and Metis 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.

Skills Required