Student Affairs Administrative Associate, College of Medicine
About The Position
The Student Affairs Administrative Associate provides critical administrative support to the Office of Student Affairs (OSA) team, facilitating its mission to advocate for and assist undergraduate students in the College of Medicine. This includes coordinating academic accommodations, managing program logistics such as Professional Learning Networks (PLNs), and ensuring timely access to internal and external resources for students. The position requires exceptional organizational skills and the ability to handle confidential information with discretion. The administrative associate serves as the first point of contact for medical students, providing administrative assistance and ensuring compliance with University of Saskatchewan policies. The role involves extensive collaboration with internal and external stakeholders and the provincial OSA Admin team to maintain consistency and comparability across sites. The role includes the facilitation of exam accommodation, which routinely necessitates availability and attendance during early morning hours.
Requirements
- Undergraduate degree in Health Care, Administration, Education, Social Work, Psychology, or related fields. A combination of education and experience may be considered.
- 2–3 years of experience in a similar role, emphasizing administrative support in a diverse and inclusive environment.
- Proficiency with databases, Microsoft Office Suite, and tools like Canvas, One45, Maxient, Concur, and SharePoint is preferred.
- Strong organizational and multitasking abilities to manage complex administrative tasks.
- Excellent interpersonal and relationship-building skills to interact effectively with students and stakeholders.
- High attention to detail for handling sensitive information and financial records.
- Advanced proficiency in database management, report preparation, and promotional material development.
- Commitment to maintaining confidentiality and professional conduct.
Nice To Haves
- Certification in Mental Health First Aid and suicide prevention (e.g., SafeTalk, ASSIST) is strongly recommended to support students effectively.
Responsibilities
- Triage student concerns and schedule appointments with OSA team members.
- Assist with implementing accommodation plans.
- Connect students to appropriate resources.
- Monitor and manage reports of mistreatment, discrimination, and harassment, ensuring follow-up on high-risk incidents.
- Work closely with UGME and Access and Equity Services to support exam and clinical accommodations.
- Provide timely information related to exam deferrals, absences, and leave of absence procedures.
- Serve as the primary administrative support for OSA operations, managing inquiries and correspondence through the Student Affairs inbox.
- Schedule and coordinate meetings for students, staff, and stakeholders.
- Maintain and organize confidential student files, including medical and academic records, in compliance with privacy policies.
- Provide logistical support for OSA programs, including organizing events, booking venues, and managing budgets.
- Coordinating the SMA Healthy Food Initiatives
- Assist with research and program development to enhance student wellness initiatives, using feedback and assessment tools to inform decisions.
- Coordinate and organize logistics for the Accommodation Planning Committee and Student Services Provincial Meetings.
- Provide meeting minutes and track/communicate tasks.
- Work is required outside of the normal hours of operation/business.
- Other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
