Job Description

Clerical Assistant

Primary Purpose: Position coordinates academic, HR, financial and administrative responsibilities of the Biomedical Sciences office. The position is the first point of contact for visitors to the Biomedical Sciences office, directs traffic, books appointments and provides support to undergraduate students and faculty. The position also provides administrative support to the Department Head Assistants, Finance and Administration Manager and other Biomedical Sciences staff, ensuring that the administrative responsibilities in all areas of the department are supported.

Nature of Work: Reporting to the Finance & Administration Manager with day-to-day supervision from the APP and BMI Department Head Assistants, this position works independently with minimal to moderate supervision, and is assisted by supervisors in determining appropriate action for complex issues and decisions. The incumbent works with faculty, staff and students of the departments, using discretion and sound judgement to manage department administrative, financial and HR activities. Requires excellent oral and written communication skills and ability to summarize meetings and draft various documents as required. Effective time management and multi-tasking skills are required to meet critical deadlines, and a high degree of accuracy must be maintained. The work includes competing deadlines, frequent interruptions, peak periods, and situations that require both the ability to work independently as well as part of a team. The work requires responsiveness and attention to detail in a client-service oriented environment.

Typical Duties

• Providing general information, advice and services to students, faculty/instructors, staff and visitors to the department. This includes triaging front services and addressing telephone inquiries, email inquiries and walk-in traffic, directing traffic and scheduling meetings as required.
• Supports the academic needs of the Biomedical Sciences through course build/maintenance, processing course overrides, exam deferrals, drafting and printing exams, entering grades, drafting and distributing seminar posters, administering of course evaluations, etc.
• Supports the research needs of the Biomedical Science through payment of vendor invoices, processing of journal entries, and purchase requisitions.
• Liaise with ConnectionPoint to make travel arrangements, obtain travel approvals, organize flight and hotel accommodations, and submit personal reimbursement claims.
• Draft and distribute administrative letters, memos and correspondence. Completing meeting minutes when required. Organize and maintain department files. Update contact lists, email lists and department website content.
• Assist with planning and arrangements for faculty and student events; book rooms, arrange catering, etc.
• HR support working in About Us payroll program to submit new job hires, update financial information and update employee status. Proactively manage HR information and act on required status updates.
• Ensure faculty and staff office space needs are met. Coordinate office space, for example order and organize office supplies, distribute mail, monitor printers through the building including toner and paper supply, contact support when service is required.
• Understand and apply university guidelines and procedures to daily responsibilities.
• Other duties as assigned.

Qualifications
Education: Successful completion of grade 12 and relevant post-secondary education is required.

Experience: Five years of providing confidential administrative and/or financial support within a fast-paced and dynamic office environment. Experience working in a diverse and inclusive environment is required. Typing speed must be at a minimum of 50 WPM. Proficiency with Microsoft Office suite applications is required (Word, Excel, PowerPoint, Outlook, Teams). Knowledge of University processes, including Banner (SiRius), PAWS, UNIFI, Concur, AboutUS and SharePoint is an asset.

Skills: Demonstrated strong organizational, time management, and relationship building skills. The role requires highly effective interpersonal skills, as well as excellent analytical, written and verbal communication skills. Proven ability to take effective meeting minutes, draft memos, email responses, letter of offers and other correspondence. Ability to prioritize tasks, maintain organization, and function in a demanding setting with numerous competing deadlines and frequent interruptions. Ability to exercise sound judgement in decision making while applying university policies to ensure priorities and deadlines are met. Proven public relations skills, including the ability to interact effectively with students, faculty and other staff, handling interactions with professionalism, tact, discretion, confidentiality and cultural sensitivity. Meticulous attention to detail is required. Demonstrated ability to recognize and analyze problems, propose effective solutions, and to refer issues to other staff as appropriate. Success in this role requires proficiency in balancing independent work and working as part of a team, as well as taking initiative while also following instructions. Training and support from the University training services and supervisor is provided

Department: Biochem,Microbiology,Immunolgy
Status: Permanent
Employment Group: CUPE 1975
Shift: Monday- Friday: 8:00 am - 4:30 pm
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: 4/12/2023
Closing Date: 5/9/2023 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:

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 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 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