Job Description

Office of Student Services and Office of Career Advising and Mentorship- Administrative Associate

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Primary Purpose:

The Administrative Associate coordinates and implements the day-to-day activities required to support the goals and vision of the Office of Student Services (OSS) and the Office of Career Advising & Mentorship (OCAM). This role provides administrative and operational support at the unit level, ensuring the smooth functioning of office processes, student services, and career advising initiatives. Working within established guidelines and policies, this roles performs self-directed work to manage communications, schedule meetings, track data, and support programming.

Nature of Work:

Reporting to the Director of Student Services, UGME Program Manager (Saskatoon Campus), and the OCAM Coordinator, this position has an operational focus, supporting short-term planning and day-to-day administration. The Administrative Associate independently exercises a scope of assigned duties while adhering to established policies and procedures. As the first point of contact for students, this role requires strong organizational skills, discretion in handling confidential information, and the ability to manage multiple priorities effectively. Collaboration with internal and external stakeholders ensures consistency across sites.

Typical Duties or Accountabilities:

General administrative support

+ Coordinates and implements administrative activities to support the day-to-day operations of OCAM and OSS.
+ Manages inquiries and correspondence through the career advising inbox and the director's email inbox
+ Schedules and coordinates meetings for staff, students, and external partners.
+ Other duties as assigned.

Student services support

+ Supports the implementation of OSS initiatives by processing data and tracking program activities.
+ Assists with research and program development, using feedback and assessment tools to support student career exploration and well-being initiatives.
+ Processes teaching payments for OSS and OCAM curricular sessions.
+ Other duties as assigned.

Career advising and mentorship support

+ Manages the appointment booking systems and the process of tracking faculty advising hours.
+ Coordinates OCAM team meetings, including compiling agendas, taking minutes, and scheduling follow up meetings.
+ Oversees the tracking of OCAM program statistics including appointment numbers.
+ Provides logistical and administrative support for the career advising appointments.
+ Oversees the PCard reconciliation process, ensuring documentation is compiled and submitted for approval.
+ Coordinates event logistics for career advising and mentorship programming, including venue bookings, budget management, and post-event evaluations.
+ Supports the development of communication materials, including social media posts, email communications, and educational resources.
+ Coordinates mentorship initiatives, including matching students with mentors, planning events, and collaborating to developing resources
+ Other duties as assigned.

Preferred Training:

Certification in Mental Health First Aid and suicide prevention (e.g., SafeTalk, ASSIST) is strongly recommended to support students effectively.

Education:

Undergraduate degree in Health Care, Administration, Education, Social Work, Psychology, or related fields. A combination of education and experience may be considered.

Experience:

2-3 years of experience in a similar role, emphasizing administrative support in a diverse and inclusive environment. Proficiency with databases, Microsoft Office Suite, and tools like Canvas, One45, Microsoft Bookings, Concur, and SharePoint is preferred.

Skills:

Strong organizational and multitasking abilities to manage complex administrative tasks. Excellent interpersonal and relationship-building skills to interact effectively with students and stakeholders. High attention to detail for handling sensitive information and financial records. Advanced proficiency in database management, report preparation, and promotional material development. Commitment to maintaining confidentiality and professional conduct.

Inquiries regarding this position can be directed to Sherry Pederson at sherry.pederson@usask.ca.

Department:

College of Medicine - DnOffce

Status:

Term 2 Years with the possibility of extension or becoming permanent

Employment Group:

ASPA

Shift:

Mon-Fri, 8:30-4:30

Full Time Equivalent (FTE):

1.0

Salary:

The salary range, based on 1.0 FTE, is $52,050.00 - 81,328.00 per annum. The starting salary will be commensurate with education and experience.

Salary Family (if applicable):

Specialist Professional

Salary Phase/Band:

Phase 1

Posted Date:

3/13/2025

Closing Date:

3/26/2025 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

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'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.