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Clerical Assistant

3 months ago

Saskatoon, Saskatchewan, Canada University of Saskatchewan Full time

Clerical Assistant:

Primary Purpose:

To provide administrative support for the Undergraduate Medical Education (UGME) program within the College of Medicine, with a concentration on year one of the program.


Nature of Work:
Reporting to the Manager, UGME with day to day direction provided by the pre
- clerkship Administrative Coordinator, this position is an integral part of an administrative team and provides additional support to medical education in peak periods to ensure day to day administrative tasks are completed both in Saskatoon and Regina. The incumbent will work in a fast-paced environment and have the ability to work independently as well as part of a team while maintaining confidentiality. This position is driven by constant deadlines, continuous changes and shifting priorities. This position works independently with moderate supervision and day to day guidance from Administrative Coordinator(s).

Typical Duties or Accountabilities:

This position supports all clerical aspects of UGME including drafting, distributing and collecting documentation and correspondence, including, but not limited to, collecting student documentation, compiling and drafting agendas, completing meeting minutes, preparing action items, ensuring action items are completed and tracked, collecting student forms and evaluations, tracking courses and faculty and also invigilating exams.

The incumbent will provide high level administrative support to all staff within the Undergraduate Office, ensuring the Administrative Coordinator, has necessary support.

This position interacts with and responds to requests from internal and external stakeholders while also acting as a resource for faculty, students and department administrative assistants.

This position supports Distributed Medical Education (DME) throughout the province by ensuring they have the required clerical support. This position also schedules appointments, classes, small group seminars, meetings, etc. and ensures the necessary technology, catering, and space is provided. This position coordinates and supports orientation, rotation scheduling, courses, and other events as necessary.

This position collates information, maintains databases and tracking which may include student attendance, such as vacation, sick and educational leaves, as well as course completion and assessments.

This position processes payments and payroll, as necessary, completes general office duties and other duties as assigned.

All work is to be completed in accordance with medical education and College policies and processes with adherence to accreditation standards.


Education:

Completion of Grade 12 and a recognized post-secondary administrative assistant program is required, and medical terminology training is an asset.


Experience:
Three to five years of related experience. Proficiency with databases, Microsoft Office Word and Excel is required.

Knowledge of University processes, including Unifi (financial software), AboutUS (HRiS), One45 (academic software), Canvas, Elantra, and student enrollment services would be an asset.


Skills:

This role requires highly effective interpersonal skills coupled with the ability to develop and maintain working relationships with coworkers.

Also, the ability to prioritize and function in a demanding setting with numerous, often competing deadlines; excellent verbal and written communication skills; ability to interact effectively with students, faculty and other staff, handling interactions with professionalism (tact, discretion, confidentiality and cultural sensitivity); meticulous attention to detail; ability to recognize and analyze problems, to propose effective solutions and to refer issues to other staff as appropriate.

Success in this role requires balancing the ability to work independently and as part of a team, recognizing both boundaries of the position, scope and opportunities for growth; following instructions, policies and procedures while exercising initiative; setting priorities and seeking assistance when needed.

Applicants should demonstrate efficiency with Microsoft Office Software, and would benefit from knowledge of University and College procedures.

  • Inquiries regarding this position can be directed to Sherry Pederson at _

Department:
College of Medicine - Dean's Office

Status:
Term Up to 18 months with the possibility of extension or becoming permanent

Employment Group:
CUPE 1975

Shift:
Mon-Fri, 8:30-4:30

Full Time Equivalent (FTE): 1.0

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

Salary Family (if applicable):Operational Services

Salary Phase/Band:
Phase 4

Posted Date: 1/4/2023

Closing Date: 1/31/2023 at 6:00 pm CST

Number of Openings:1

Work Location:
May be eligible for hybrid work under the terms of USask's Alternative Workspace Guidelines

**Cri