Office Coordinator, Administrative Support Group

University of Saskatchewan•Saskatoon, SK

3h•CA$25 - CA$31•Onsite

About The Position

The College of Arts and Science, comprising 18 departments across various disciplines and including the School for the Arts, several institutes, centers, and interdisciplinary programs, occupies fourteen buildings and has approximately 300 faculty, 150 staff, and 9,000 students with annual expenditures of nearly $100-M. The Administrative Support Group (ASG) provides essential clerical and administrative support for finance, graduate support, collegial processes, faculty recruitment, sessional postings, and other specific duties for academic units and programs within the College of Arts and Science. This role is primarily to offer clerical and administrative support as a member of the ASG within the College of Arts and Science.

Requirements

Completion of Grade 12 and successful completion of an administrative assistant course through a recognized business college.
Three to five years of office experience is required, 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

Effectively coordinating discipline-specific activities, initiatives, and projects in the department.
Providing general reception and clerical duties, including answering telephone and email inquiries, responding to walk-in traffic, and managing office infrastructure and supplies.
Assisting with course timetabling and class builds and with promotion of courses and programs.
Facilitating peer and student teaching evaluations.
Processing special permissions for students.
Supporting recruitment of faculty and coordinating hiring of sessionals.
Assisting in the preparation of annual salary reviews and CV updates.
Assisting in the preparation of documents related to collegial processes such as tenure and promotion.
Providing support for departmental meetings.
Coordinating events and guest visits.
Facilitating external and internal communications, including web content, news, and notices.
Assisting with coordination of financial transactions for faculty members.
Maintaining internal departmental documents, databases, and filing systems.
Signing out keys/equipment.
Distributing mail.
Other duties as assigned by the ASG Assistant Manager and the department head where appropriate.
Liaising between the department and the ASG, and routinely sharing work as appropriate with members of that group.
Providing clerical and administrative support to the department head, undergraduate chair, and department while remaining an integral part of the central unit.
Supporting other departments in the College of Arts and Science, providing coverage and relief, as assigned by the ASG Assistant Manager.