Office Coordinator (Recurring Relief), Administrative Support Group

University of Saskatchewan•Saskatoon, SK

1d•CA$25 - CA$31•Onsite

About The Position

The College of Arts and Science, comprising 18 departments across various disciplines and housing the School for the Arts, several institutes, centers, and interdisciplinary programs, is a large academic unit with approximately 300 faculty, 150 staff, and 9,000 students, managing annual expenditures of nearly $100-M. The Administrative Support Group (ASG) within the college provides essential clerical and administrative support for finance, graduate studies, collegial processes, faculty recruitment, sessional postings, and other specific functions for academic units and programs. This role serves as a recurring relief clerical and administrative support member within the ASG, offering flexible assistance across the College of Arts and Science.

Requirements

Completion of Grade 12.
Successful completion of an administrative assistant course through a recognized business college.
Three to five years of office experience, preferably in a university setting.
Demonstrated strong organizational, time management, and relationship building skills.
Proven ability to work in a high volume setting and manage multiple projects with competing demands and deadlines.
Ability to maintain meticulous attention to detail and ensure accuracy.
Demonstrated professional maturity, judgment, and decisiveness.
Ability to be self-directed and to take initiative.
Ability to work independently as well as collaboratively.
Effective interpersonal and communication skills, both written and verbal.
Proven ability to handle interactions with tact, diplomacy, and intercultural sensitivity and to maintain confidentiality.
Proven ability to coordinate projects.
Demonstrated ability to interact effectively with internal and external stakeholders.
Demonstrated strong computer skills including keyboarding and proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), PAWS, and other systems.

Nice To Haves

An equivalent combination of education and experience may be considered.
A university degree is an asset.
Knowledge, understanding, and acquired work experience in an office and university setting.
Knowledge of College of Arts and Science and University of Saskatchewan policies and procedures would be an asset.

Responsibilities

Provide recurring relief clerical and administrative support as a member of the Administrative Support Group (ASG) in the College of Arts and Science.
Coordinate discipline-specific activities, initiatives, and projects within assigned departments.
Perform general reception and clerical duties, including managing telephone and email inquiries, responding to walk-in visitors, and overseeing office infrastructure and supplies.
Assist with course timetabling, class builds, and promotion of courses and programs.
Facilitate peer and student teaching evaluations.
Process special permissions for students.
Support faculty recruitment and coordinate the hiring of sessionals.
Assist in the preparation of annual salary reviews and CV updates.
Assist in the preparation of documents related to collegial processes such as tenure and promotion.
Provide support for departmental meetings.
Coordinate events and guest visits.
Facilitate external and internal communications, including web content, news, and notices.
Assist with the coordination of financial transactions for faculty members.
Maintain internal departmental documents, databases, and filing systems.
Sign out keys/equipment.
Distribute mail.
Perform other duties as assigned by the ASG Assistant Manager and the department head.
Liaise between departments and the ASG, and share work as appropriate with ASG members.
Provide clerical and administrative support to the department head, undergraduate chair, and department while remaining an integral part of the central ASG unit.
Support other departments in the College of Arts and Science by providing coverage and relief as assigned by the ASG Assistant Manager.