Clerical Assistant, College of Medicine Operations

University of Saskatchewan•Saskatoon, SK

3d•CA$25 - CA$31•Onsite

About The Position

This position provides efficient administrative support to the Dean’s Office in the College of Medicine. The role involves working collaboratively to support various departments within the College of Medicine, including finance, projects, information technology, communications, and advancement. Working at the reception desk, the incumbent will interact with a diverse group of individuals, both internal and external stakeholders, contributing to a welcoming and professional environment. The position requires strong relationship-building skills, excellent judgment, discretion, and proficiency with administrative technologies. The work involves competing deadlines, peak periods, and requires the ability to work both independently and as part of a team. Exceptional interpersonal and communication skills are essential, with the ability to convey information clearly, exercise diplomacy, and adapt communication styles. The role may involve handling sensitive and confidential matters and requires the ability to manage a fast-paced environment with frequent interruptions and conflicting priorities.

Requirements

A post-secondary certificate or diploma in a business administration or administrative assistant program is required.
Three to five years of related experience providing confidential administrative support within a fast-paced and highly dynamic office environment.
Experience working with Microsoft Office programs, including Word and Excel, is required.
Experience working in diverse and inclusive environments is required.
Demonstrates effective interpersonal, analytical, written, and verbal communication skills.
Demonstrates ability to function in a high-volume setting with numerous and conflicting deadlines.
Demonstrates public relations skills, including the ability to interact effectively with the public, faculty, staff, and students.
Ability to work independently and as part of a team.
Ability to foster a cooperative work environment within a complex partnership/organizational structure.
Handle all interactions with tact, discretion, confidentiality, and cultural sensitivity.
Ability to recognize and implement approved changes in policies/procedures in a timely and effective manner.
Self-motivated and exercises initiative in all aspects of required duties.
Accurate meeting notetaking.
Demonstrates ability to set prudent priorities while achieving goals and objectives in an appropriate time frame.
A Criminal Record Check is required.

Nice To Haves

Website support experience and knowledge of university processes and procedures are an asset.

Responsibilities

Provide comprehensive administrative support including calendar management, meeting coordination, preparation and distribution of agenda and minutes, travel logistics, expense submissions and tracking.
Support committee functions and facilitate communication among stakeholders, ensuring effective coordination and follow-up.
Facilitate effective communication and collaboration among key stakeholders, both internal and external, including faculty, staff, university administration, external agencies, and senior administrators.
Analyze, create, and prepare various documents, reports, presentations, and packages for the COO and Directors in a timely and accurate manner.
Provide financial operations support including for budget and quarterly reporting process; financial data entry, data consolidation and document formatting; monthly credit card processing; payment of account invoices for operations teams including Projects, Communications, and the COO.
Provide data entry support to the operations units (projects & communications) for regular financial reporting, including reconciliations of actuals/expenses.
Organize office mail for operations teams.
Manage various email accounts including scanning all items requiring payment, deposit, or forwarding.
Reconcile regular Pcard payments.
Support for connection point requests including external venue contracts, procurement forms, etc.
Answer, direct, follow-up and manage various communications (in person, electronic). Manage Dean’s Office communication lists, contact information, etc.
Coordinate operations team events including but not limited to USask room booking, organizing internal/external venues, information technology requirements & ordering catering.
Create, distribute, and update templates.
Coordinate IT services which may include room booking, online meeting requests, and video conferencing.
Perform general office tasks which may include ordering/restocking office supplies; providing basic IT and printing troubleshooting advice; staff deliveries including for appreciation, sympathy, events; general information and reception for office; facilities request support, office-wide communications/ calendar invites.
Perform other duties as assigned.