Administrative Assistant, Urban Public Health Network

University of Saskatchewan•Saskatoon, SK

2d•CA$53,091 - CA$82,954•Hybrid

About The Position

The Urban Public Health Network (UPHN) is seeking an Administrative Assistant to provide comprehensive support for its research and operational activities. This .8 FTE, ten-month term position (with possibility of extension) will begin by September 7, 2026. The role involves administrative support for a pan-Canadian summer institute on public health in June 2027, research administration, and operational support for UPHN's membership. The UPHN, established in 2004, is a national network of Medical Officers of Health from 24 large Canadian urban centers, addressing common public health issues through collaboration, research, knowledge translation, and educational events. The primary UPHN office is based at the University of Saskatchewan.

Requirements

A Bachelor’s degree in Public Health, Commerce, Business Administration, Education, or related field of study, OR a diploma in business administration including at least one course in financial accounting.
Event management or coordination experience in a highly visible position.
3-5 years of relevant experience.
Experience working in a diverse and inclusive environment.
Proficient computer skills, including Microsoft Excel applications.
High level of attention to detail.
Exceptional interpersonal skills.
Exceptional communication skills.
Exceptional organizational skills.
Exceptional prioritization skills.
Demonstrates an ability to deal effectively with multiple priorities that originate from a variety of sources with competing deadlines while maintaining attention to detail and ensuring accuracy.

Nice To Haves

Experience working in a university environment.
Experience with FAST reports, Concur, Connection Point, and other USask systems.
Knowledge of Tr-Agency funding.
Ability to update website or social media.

Responsibilities

Coordinate administrative tasks for the Public Health Summer Institute 2027, including room bookings, IT, contracts, accessibility services, hotel bookings, travel, and food services for attendees and faculty.
Handle expenses and paperwork related to travel for the Summer Institute and network activities, including submitting travel requests, booking flights and hotels, and submitting claims through Concur.
Assist with logistical support for community visits for Summer Institute attendees.
Communicate with CIHR and prospective students regarding the Summer Institute.
Establish a registration system for Summer Institute attendees.
Coordinate logistics during the Summer Institute event days, potentially delegating to volunteers, to ensure smooth execution.
Provide administrative oversight for minute-taking and workshop needs during the Summer Institute.
Process new research (student) hires within USask systems.
Assist in the daily transaction of research funds and provide support for year-end audits.
Prepare journal vouchers as needed.
Ensure all invoices are paid and charged to the appropriate fund number.
Monitor network accounts with major funders (CIHR, CPAC) and maintain financial records.
Periodically prepare project financial statements and spending reports.
Maintain project spreadsheets for each fund and overall projects.
Submit job changes (new hires, salary/FTE changes, extensions/terminations) through About-US.
Coordinate onboarding paperwork for hiring grad students, new staff, consultants, and contractors.
Assign and oversee office space allocation.
Ensure new hires have proper onboarding needs, such as IT acquisitions.
Provide administrative support for organizing UPHN’s Annual meeting and research workshops, seminars, etc., including facility/room and meal bookings, contracts, reimbursing expenses, and preparing materials.
Complete applications for continuing medical education credits with the College of Physicians and Surgeons and Canadian Family Physicians for workshops/conferences.
Update the UPHN website and social media as necessary.
Order office supplies, materials, and equipment as needed.
Maintain the UPHN membership contact list and communicate necessary documents to them.
Assist with final reports to funding agencies and the annual financial audit process.
Work as a liaison with research team members, the College of Medicine, and USask administrative/financial units.
Assist in UPHN’s Annual meeting preparation (room and hotel bookings, communications to members, and minute-taking).