Office Coordinator

4 months ago

Saskatoon, Canada University of Saskatchewan Full time

**Office Coordinator (Clerical Assistant), School for the Arts/Administrative Support Group**:
The College of Arts and Science includes 18 departments that span the natural and physical sciences, the social sciences, and the humanities; the college is also home to the School for the Arts. Several institutes, centres, and interdisciplinary programs are also part of the college, which occupies fourteen buildings across campus. The college has approximately 300 faculty, 150 staff, and 9,000 students, with annual expenditures of nearly $100-M across more than 2,000 funds. The Administrative Support Group (ASG) provides clerical and administrative support in the areas of finance, graduate support, collegial processes, faculty recruitment, sessional postings, and other specific duties for academic units and programs in the College of Arts and Science.

The School for the Arts brings together the programming for art and art history, drama, and music into a single academic unit.

**Primary Purpose**: To provide clerical and administrative support to the School for the Arts, College of Arts and Science, and to the director of the school.

**Nature of Work**: Reporting to the ASG Manager, and as a member of the ASG, this position provides clerical and administrative support for the school and for its director. The work is diverse in nature and requires a good understanding of a variety of administrative tasks. The position exercises decision-making in accordance with established policies and procedures. The position establishes and maintains professional working relationships with a diverse group including students, staff, instructors, the University community and various stakeholders. All work is carried out in adherence with established College of Arts and Science policies and procedures.

**Typical Duties or Accountabilities**:
Responsible for day-to-day clerical and administrative support to the school and its director, including:

- Effectively coordinating school-specific activities and projects, including support for event logistics (coordinating catering and other details, arranging for student assistant support as needed, and managing ticket sites, such as Eventbrite);
- Assisting in the preparation of annual salary reviews and CV updates;
- Provides support for collegial process (renewal of probation, tenure, promotion, sabbaticals, etc.).;
- Providing support for the school’s faculty committee;
- Coordinating recruitment of faculty;
- Coordinating visiting professors and visiting scholars;
- Maintaining internal databases and filing systems;
- Managing 25Live room bookings;
- Distributing mail;
- Coordinating publicity for the school, including designing/formatting the school’s newsletter, managing social media posts, posters and other print and digital publicity materials; and, maintaining the school’s website;
- Maintaining school college directory listings;
- Coordinating and processing financial transactions for faculty and the school, as well as processing payments for guest artists/lecturers, external service providers, and on-campus facilities, among others.
- Coordinating travel and accommodation for out-of-town guests;
- Other duties as assigned by the Manager of the ASG and the Director of the school where appropriate.

This position is a liaison between the school and the Administrative Support Group in the College of Arts and Science, and routinely shares work as appropriate with members of that group. As part of the Administrative Support Group, this position provides clerical and administrative support to the school and its director while remaining an integral part of the central unit. This position supports other departments in the College of Arts and Science, providing coverage and relief, as assigned by the Manager of the ASG.

**Education**: Completion of Grade 12 and the successful completion of an administrative assistant course through a recognized business college. An equivalent combination of education and experience may be considered. Significant post-secondary arts training would be a definite asset. Knowledge, understanding, and acquired work experience in an office and university setting are also assets.

**Experience**: Three to five years of office experience is required, preferably in a university or arts institution setting. Background in the fine arts would be a definite asset, as would knowledge of College of Arts and Science and University of Saskatchewan policies and procedures.

**Skills**: 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 take initiative; ability to work independently as well as collaboratively; effective interpersonal and communicati

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