Job Description

Student Affairs and OCAM Associate
Primary Purpose: The Student Affairs and Career Advising & Mentorship Administrator oversees the Student Affairs portfolio at the Regina Campus. This role involves managing student services, including individual student support and wellness, accommodations, access to or referrals for counseling, financial advising, student loans, and other resources for medical students. Additionally, the portfolio is responsible for guiding students and addressing issues related to learner mistreatment, harassment, and discrimination. The administrator also supports the Office of Career Advising & Mentorship (OCAM) at the College of Medicine on the Regina campus. OCAM, led by the Director, Office of Student Services, UGME and the OCAM Coordinator, provides provincial support to medical students with the help of physician career advisors.
Nature of Work: Reporting to the Student Affairs Coordinator and the Associate Dean, Regina Campus, and the Office of Career and Mentoring Coordinator, UGME, Saskatoon, this role supports the students on a daily basis and will be directing students to the appropriate services in OSA and OCAM and administrating the students' interactions with faculty and staff in the OSA and OCAM.
Skills: This position requires strong relationship-building abilities, professional maturity, sound judgment, and decisiveness. Exceptional written, verbal, research, organizational, and communication skills are essential. The role demands handling confidential matters with politeness and respect while working both independently and within a team. The ability to manage multiple tasks and competing deadlines in a fast-paced environment is crucial. Experience with database management, particularly advanced Excel skills, along with proficiency in the Microsoft Office Suite, Adobe Acrobat Pro, and Microsoft Bookings, is highly desirable. Familiarity with Canvas, One45, and SharePoint would be an asset.
OSA Responsibilities:

• Meeting Management: Develop weekly agendas for OSA, incorporating CoM details, OSA updates, and student information; Take minutes during OSA, save to OSA drive, and upload to OneDrive; Attend and take notes at various committee meetings (Regina Pre-Clerkship, Clerkship, Clerk Rep, Town Halls) and share updates with the OSA team; Follow up on action items from all meetings.
• Support Student Counseling Programming: Communicate with students regarding available counseling services, and provide necessary documentation; Prepare and manage counseling letters, add details to agendas and trackers, and upload to relevant platforms (Maxient, OneDrive); Communicate with counselling vendors: direction for account set up and required invoice details; Process counseling and psycho-educational assessment invoices, reconcile information, and ensure proper payment processing; Maintain the counseling tracker and summary, updating provider info, invoice dates, appointment times, and expenses.
• Student Accommodations Management: Receive and manage Letters to Professor for accommodations, coordinate with IT/Admin for setup, and update charts and agendas; Arrange Accommodation Planning Committee meetings, take minutes, and ensure details align with accommodation plans; Maintain accommodation charts, ensuring accuracy and dissemination to relevant parties.
• Administrative Support: Respond to emails and manage the med.studentaffairs@usask.ca inbox addressing student needs and service requests; Maintain program contact lists, OneDrive sections for OSA team and procedures, and the action calendar for planning; Upload student information and support details to Maxient and CoM's S-drive; Maintain expenses chart and prepare OSA contact info ads for various platforms; Collaborate with Coordinators and CMA for additional support and student-specific initiatives.
• Event and Wellness Management: Manage wellness check-ins, schedule, and send invitations, and follow up as needed; Coordinate food orders for student exam encouragement; Take notes during wellness check-ins, upload responses to Maxient, and prepare exam encouragement notices; Support OSCEs for Years 1-4 by assisting with check-in for students in roles not tied to assessment or evaluations.
• Miscellaneous: Maintain personal and team agendas, ensuring all tasks and meetings are scheduled and tracked; Create and manage online forms and links for surveys, meal orders, and other initiatives; Collaborate with caterers and manage meal options and orders for various events; Respond to inquiries from private homeowners regarding rental postings for medical students; projects and research as indicated by student services office.

OCAM responsibilities:

• Serve as one of the primary contacts for medical students seeking support and guidance from OCAM. This requires that the administrator maintains an awareness of relevant university policies and resources.
• Respond to emails and manage the med.careeradvising@usask.ca inbox addressing student needs and service requests.
• Support the OCAM Coordinator in delivering parallel OCAM events (e.g., curricular sessions, mentorship events, etc.) provincially through coordinating space booking, and providing on-site administrative support in Regina and other duties as assigned.
• Support the development of communication tools and material for OCAM, including social media posts, email communications, educational resources, in collaboration with the OCAM team.
• Support the OCAM Coordinator and the physician career advisors through providing administrative support for the individual career advising appointments.
• Support the Coordinator in facilitating intake appointments of new medical students.
• Responsible for the management of confidential student files related to career advising.
• Conduct needs assessment and develops student feedback tools to inform program development.
• Projects and research as indicated to support OCAM programming.
• Other duties as assigned.

Education: A degree in a related field (primarily Health Care, Administration, Education, Adult Education, Human Resources, Social Work, or Psychology). A combination of education and experience may be considered.
Experience: Two to three years of experience in a student services or advising office is preferred. Post-Secondary experience is an asset. Experience working in a diverse and inclusive environment is required.
This position is in scope of the Administrative and Supervisory Personnel Association.
Inquiries regarding this position can be directed to Catherine MacKay-Wilson at 306-766-3763.
Department: College of Medicine
Status: Permanent
Employment Group: ASPA
Shift: Mon - Fri 0800-1600
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: 4/7/2025
Closing Date: 5/5/2025 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus
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.