Job Description

Student Affairs Administrative Associate, College of MedicinePrimary Purpose: The Student Affairs Administrative Associate provides critical administrative support to the Office of Student Affairs (OSA) team, facilitating its mission to advocate for and assist undergraduate students in the College of Medicine. This includes coordinating academic accommodations, managing program logistics such as Professional Learning Networks (PLNs), and ensuring timely access to internal and external resources for students.Nature of Work: Reporting to the Student Service Director, UGME Program Manager (Saskatoon Campus), and Student Affairs Coordinator(s) (Saskatoon Campus), the position requires exceptional organizational skills and the ability to handle confidential information with discretion. The administrative associate serves as the first point of contact for medical students, providing administrative assistance and ensuring compliance with University of Saskatchewan policies. The role involves extensive collaboration with internal and external stakeholders and the provincial OSA Admin team to maintain consistency and comparability across sites.Typical Duties or Accountabilities:Student Support and Coordination:

• Triage student concerns and schedule appointments with OSA team members
• Assist with implementing accommodation plans by connecting students to appropriate resources
• Monitor and manage reports of mistreatment, discrimination, and harassment, ensuring follow-up on high-risk incidents
• Work closely with UGME and Access and Equity Services to support exam and clinical accommodations
• Provide timely information related to exam deferrals, absences, and leave of absence procedures

Administrative and Operational Support:

• Serve as the primary administrative support for OSA operations, managing inquiries and correspondence through the Student Affairs inbox
• Schedule and coordinate meetings for students, staff, and stakeholders
• Maintain and organize confidential student files, including medical and academic records, in compliance with privacy policies
• Provide logistical support for OSA programs, including organizing events, booking venues, and managing budgets
• Assist with research and program development to enhance student wellness initiatives, using feedback and assessment tools to inform decisions

Professional Learning Networks (PLNs):

• Manage PLN correspondence and schedule meetings, taking minutes and booking videoconferencing as required
• Track PLN expenses, prepare reimbursements, and ensure accurate financial documentation
• Coordinate logistics for peer leader initiatives, including booking venues, securing supplies, and ensuring smooth event execution
• Maintain and update PLN materials on Canvas and other platforms
• Work may be required outside of the normal hours of operation/business
• Other duties as assigned

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, Maxient, 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

Preferred Training: Certification in Mental Health First Aid and suicide prevention (e.g., SafeTalk, ASSIST) is strongly recommended to support students effectively.This position plays a pivotal role in ensuring the efficient operation of OSA services, including scheduling, communication, and logistical coordination. The associate's administrative expertise supports seamless delivery of programs, enhances student experiences, and strengthens the College of Medicine's commitment to academic and personal wellness.Inquiries regarding this position can be directed to Sherry Pederson at 306-966-6142Department: College of Medicine
Status: Term 1 year with the possibility of extension or becoming permanent
Employment Group: ASPA
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: 12/13/2024
Closing Date: 12/19/2024 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 GuidelinesThe successful applicant will be required to provide the following current verification(s) where 'Yes' is indicated below. Further information is available at: 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 Mxc3xa9tis. We pay our respects to the First Nations and Mxc3xa9tis 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