Administrative Assistant

1 week ago

Saskatoon, Saskatchewan, Canada University of Saskatchewan Full time

Administrative Assistant:

Primary Purpose:
The administrative assistant provides confidential and high-level administrative support to the Governance Office (GO) and its staff.

This position acts as a first point of contact for the Governance Office and deals with a broad spectrum of queries.

This position also provides general administrative support to the office to ensure the smooth functioning of the unit.

Nature of Work:

Reporting to the University Secretary and Chief Governance Office, the administrative assistant is a key contact and resource in a team-orientated, high-volume office setting with multiple and competing demands and deadlines.

This position requires the ability to work under pressure with mínimal supervision in a fast paced environment where there is continuous change, shifting priorities and frequent interruptions.

Dealing with competing deadlines and multi-tasking is the norm. Must be able to plan workflow to handle deadlines, peak periods and unexpected situations.

Judgment is exercised in the managing of schedules and bringing forward work, as well as in determining the appropriate guidelines or procedures.

Difficult or unusual issues, problems or situations would be discussed with or referred to the office manager or the university secretary to determine appropriate solutions.

Attention to detail and accuracy is a must as impact of error is high. Considerable discretion and judgment is required as the position is privy to and handles complex, sensitive, and confidential information.

Typical Duties or Accountabilities:

  • Provides administrative support to members of the Governance Office (GO) by assisting in booking meetings, managing meeting logistics, and coordinating meeting materials;
  • Working with the Governance Office to ensure effective administrative support to the Chancellor;
  • Anticipates the support needs of the GA team based on the priorities and calendars.
  • Provides support in coordinating and preparing logistics for large meetings and events.
  • Maintains effective filing and bringforward systems.
  • Works with the GO administrative team to support the initiatives of the office.
  • Ensures confidentiality of sensitive information.
  • Provides support for GO managed funds including: managing reimbursements for staff and stakeholders, financial reconciliation, and processing journal vouchers.
  • Provides administrative support to GO during absences and/or times of increased work volume including scheduling meetings, preparing and distributing agendas and materials, setting up for committee meetings, maintaining records and addressing requests for information.
  • Performs general office duties including, but not limited to: photocopying, printing, filing, ordering supplies, maintaining printers, travel arrangements, processing invoices and claims for reimbursement, handling mail.
  • Effectively represents the GO, ensuring the appropriate tone and interest is projected, deals with issues and concerns, solves or refers problems as they arise in a timely, respectful and effective manner.
  • Conducts regular reviews of administrative procedures and revises as needed to ensure effective time management.
  • Creates healthy, respectful, collegial and productive work and learning environments within OUS and collaborative units.

Education:
Post-secondary certificate or diploma in office administration or equivalent from a recognized college or technical school. An equivalent combination of education and experience may be considered.

Experience:
Three to five years of administrative experience, preferably with experience supporting a senior administrative position.

The demonstrated ability to support senior level administrators and to work effectively and discretely with confidential and sensitive information is essential.

A combination of education and experience will be considered.

Department:
Governance Office

Status:
Permanent

Employment Group:
Exempt

Full Time Equivalent (FTE): 1.0

Salary:
The salary range, based on 1.0 FTE, is $40, ,300.00 per annum. The starting salary will be commensurate with education and experience.

Salary Family (if applicable):

Salary Phase/Band:
Phase 1

Posted Date: 6/20/2023

Closing Date: 8/1/2023 at 6:00 pm CST

Number of Openings:1

Work Location:
On Campus

Criminal Record Check:
Not Applicable

Driver's License and Abstract Check:
Not Applicable

Education/Credential Verification:
Not Applicable

Vulnerable Sector Check:
Not Applicable

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