Clerical Assistant, Engineering Student Centre

University of Saskatchewan•Saskatoon, SK

2d•CA$25 - CA$31•Onsite

About The Position

The primary purpose of this position is to provide high quality customer service and comprehensive clerical assistance to support the effective and efficient operations within multiple departments or units in the College of Engineering. This includes providing high quality support for administrative processes to ensure effective and efficient operations to enhance the student experience and the overall academic mission of the College of Engineering. Additionally, this position may provide a wide range of cross coverage duties in other college units. The incumbent is part of a team, who provides administrative support to students as well as faculty and staff in the College of Engineering. The position is expected to coordinate their workflows within the team. The position will receive day-to-day direction from multiple stakeholders in the college. The incumbent reports to the Manager of Clerical Student Support while working in collaboration with other professional staff and academic leaders. This position will operate in a diverse, complex, and often highly active office environment with multiple, competing demands and very strict deadlines. Continuous change, shifting priorities, and frequent interruptions are the norm. The volume of work will fluctuate through the year. The expectation is that work volume can be completed in a normal workday and the level of stress is moderate, with higher levels of activity anticipated during higher volume periods. Impact of error is high as the position is responsible to ensure day-to-day work is completed with the highest degree of accuracy. Prompt, complete, and accurate work is extremely important to mitigate risks associated with supporting students through the life cycle of their degree, accreditation, safety, finance and overall reputation. The incumbent is expected to operate independently, use sound judgment to make decisions, and provide accurate information to all relevant stakeholders. Decisions are made based on established policies and procedures, with assistance provided by professional staff or academics when interpretation is required or when complex issues arise. The incumbent is expected to remain current and well versed in policies and procedures related to their position. This position is expected to adapt and modify known practices to solve problems and achieve goals. The incumbent is expected to make recommendations to the work or work environment and contribute to policy and process improvement.

Requirements

Successful completion of grade 12 and an administrative assistant diploma from a recognized post-secondary education institution.
A minimum of 3-5 years of relevant experience is required.
Possesses high standards of professional integrity and proficiency in all aspects of operations
Maintains confidentiality and handles sensitive matters diplomatically while exercising sound judgement and discretion
Shares knowledge appropriately to allow fully informed decision making by colleagues and senior members of the unit and college
Works both independently with minimal supervision, and as an effective team member
Develops and maintains collaborative, professional working relationships with key stakeholders, both within and external to the college, to exchange accurate information, initiate planning, coordinate projects, and resolve crises
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
Possesses effective organizational and time management skills
Maintains the ability to learn new tasks in a fast-paced environment
Exercises sound judgement in decision-making and problem solving to ensure priorities and deadlines are met
Takes initiative to move beyond completion of assigned tasks to plan for future requirements
Demonstrates the ability to communicate effectively – both in writing and verbally – with a diverse population of faculty, staff, and students
Advanced proficiency using the most current Microsoft Office suite, particularly Word, Outlook, Excel, and SharePoint
Advanced proficiency using the most current Adobe Professional software
Proficiency working with social software programs
Advanced proficiency inputting and retrieving data from databases, experience using university specific databases will be considered an asset
Proficiency in inputting data and maintaining information on web pages

Nice To Haves

A relevant post-secondary education will be considered.
Experience in a University setting supporting administrative processes would be ideal.
experience using university specific databases will be considered an asset

Responsibilities

Supporting all members of the college through the provision of effective and efficient general administrative services including, but not limited to: answering the phone and greeting and assisting visitors to the department and college
Preparing correspondence and high-volume mail merge productions as required including emails, individual letters, mailings and invitations and other material for signature
Meeting, seminar, course, workshop, committee, and/or event coordination and support
Ensuring data/content on website (USask and college) is current by updating the information or inform changes to applicable parties
Provide accurate and timely data as required to support academic and administrative processes
Developing, coordinating, and maintaining confidential records pertaining to college operations (ex. Finance, employee, students, safety and professional development, etc.)
Provides effective and professional customer service to students in the College of Engineering through activities which may include: Triaging academic advising inquiries appropriately; Scheduling advising appointments for prospective and current students; Respond to general inquiries from current and prospective students by directing them to administrative information which supports their education (including, but not limited to: deferred exam requests, course override forms, academic policies and procedures, etc.)
Responsible for timely and accurate processing of financial and payroll transactions, ensuring appropriate, approved supporting documentation is attached, filed and secured for future review: Prepare and process financial transactions (i.e. cheque requisitions, cash reports, purchase orders, vendor invoices, brokerage invoices, travel claims, Pcards, JVs, etc)
Process AboutUs transactions (EJSs) -including graduate student stipends and offer letters
Reconcile funds including research funds for fund manager review
Create, maintain, and close funds for fund managers
Coordinate graduate student funding process with department administrative staff for processing
Responsible for coordinating and supporting employee-related processes including, but not limited to: Coordinating course and student evaluation processes and disseminating to departments as required
Collect faculty and staff P.Eng certification annually from APEGS
Support hire/appointment processes including immigration processes as required
Processing on-boarding and off-boarding related requests for people leaders