Job Description

Clerical Assistant, Reception & Clinical Supports

Primary Purpose: The primary purpose of the position is to provide reception, scheduling, administrative, undergraduate and postgraduate support to the staff, learners, faculty members and clinical leaders of the Department of Anesthesiology, Perioperative Medicine & Pain Management.

Nature of Work: The Clerical Assistant, Reception & Clinical Supports will report to both the Executive Assistant to the Provincial Head and the Area Lead, Saskatoon, for the Department of Anesthesiology, in the College of Medicine. They will receive daily direction from the Executive Assistant to the Provincial Head and several clinical/faculty leaders. This position is the first point of contact for the department and is the go-to person for all administrative tasks, both academic and clinical, which support the smooth functioning of the department.

The position is required to work collaboratively with staff, learners, faculty, patients, University of Saskatchewan, and Saskatchewan Health Authority(SHA) employees and outside stakeholders. The work environment is fast-paced, collaborative, responsive and always changing, with a need to revisit priorities and revise task completion on a regular basis and respond to last minute requests and just in time responses to support staff, faculty, and residents.

Typical Duties or Accountabilities:

The work completed includes all levels of administrative tasks, including:

• Being the first point of contact for all who enter the department or contact the department by phone or general email.
• Ensuring access to all administrative equipment (printers/fax/phone), rooms, keys and supplies needed for department members to complete their duties.
• Preparing communication documents, including emails, letters, posters, newsletters, notices, and reference material. Resources may be printed and/or electronic only formats.
• Management of the clinical booking process for obstetrics consults, pediatric consults, and chronic pain consults which includes, but not limited to:

• Managing incoming referrals requests
• Communicating with physician leaders
• Coordinating schedules for physicians and patients
• Communicating with patients via phone & email
• Finalizing appointment details for both in-person and virtual appointments.
• Providing accurate, timely details to patients, SHA units and anesthesiologists
• Scheduling & attending (as needed) regular department events such as Grand Rounds and Continued Medical Education events; arranging all logistical details including room booking, WebEx, tech support, communications, and catering, as required.
• Preparing PowerPoint presentations and displays for information relay purposes.
• Attending meetings and preparing relevant minutes for accurate records of decision and action items; providing support to complete action items.
• Managing delivery of incoming and outgoing correspondence, including courier deliveries and mail forwarding.
• Managing and updating department contact lists, shared electronic mailboxes and shared calendars.
• Updating weekly schedules, calendars, electronic message boards and ensuring accurate and timely delivery of information.
• Working closely with department staff members and faculty to ensure tasks are completed and relevant information is communicated in a timely manner.
• Creating and updating procedures/reference manuals for effective completion of all tasks noted, while reviewing and updating processes as needed when changes occur to staff, faculty or requirements for effective task completion.

Education: Completion of Grade 12 and a one-year post-secondary business/administrative program from a recognized post-secondary institution is required.

Experience: Minimum two years of office administration experience required, preferably in a university setting. Experience working in a diverse and inclusive environment is required. Experience with clinical scheduling is an asset.

Skills: Experienced knowledge of office procedures is required;

Effective interpersonal skills, both written and verbal;

Demonstrated public relations skills including the ability to interact effectively with public, staff, students, and university personnel;

Ability to handle interactions with tact, diplomacy, discretion, confidentiality and cultural sensitivity;

Proven ability to work in a high-volume setting, with regular interruptions and changes to the daily priorities;

Ability to work on multiple projects with competing demands and varied timelines;

Demonstrated effective organizational and time management skills;

Ability to work effectively both independently and as part of a collaborative team;

High level of attention to detail and practiced ability to review work independently to ensure details are accurate;

Ability to self-initiate and show confidence in decision making;

Ability to follow directions provided by others, while at the same time exercising initiative when required;

Basic knowledge of University of Saskatchewan and/or Saskatchewan Health Authority procedures is an asset;

Proficient in virtual consult set up and SHA applications, including Webex

Strong computer skills including keyboarding and proficiency with Microsoft Word, Excel, Outlook and PowerPoint required; experience with Zoom and Microsoft Teams an asset.

Experience with SharePoint, PAWS, USask programs, including 25Live, EMR (MedAccess or Accuro), and One45 is considered an asset.

Proficiency with data collection would be an asset.

Department: Anesthesiology
Status: Term 12 months with the possibility of extension or becoming permanent
Employment Group: CUPE 1975
Shift: Office hours are Monday-Friday, 8:00-4:30
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $21.55 - 25.13 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Services
Salary Phase/Band: Phase 3
Posted Date: 1/31/2024
Closing Date: 3/5/2024 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:

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