Clerical Assistant, Reception

2 weeks ago

Saskatoon, Canada University of Saskatchewan Full time

**Clerical Assistant, Reception & Clinical Supports**:
**Primary Purpose**: The primary purpose of the position is to provide reception, scheduling, administrative, undergraduate and postgraduate support to the staff, learners, faculty members and clinical leaders of the Department of Anesthesiology, Perioperative Medicine & Pain Management.

**Nature of Work**: The Clerical Assistant, Reception & Clinical Supports will report to both the Executive Assistant to the Provincial Head and the Area Lead, Saskatoon, for the Department of Anesthesiology, in the College of Medicine. They will receive daily direction from the Executive Assistant to the Provincial Head and several clinical/faculty leaders. This position is the first point of contact for the department and is the go-to person for all administrative tasks, both academic and clinical, which support the smooth functioning of the department.

The position is required to work collaboratively with staff, learners, faculty, patients, University of Saskatchewan, and Saskatchewan Health Authority(SHA) employees and outside stakeholders. The work environment is fast-paced, collaborative, responsive and always changing, with a need to revisit priorities and revise task completion on a regular basis and respond to last minute requests and just in time responses to support staff, faculty, and residents.

**Typical Duties or Accountabilities**:
The work completed includes all levels of administrative tasks, including:

- Ensuring access to all administrative equipment (printers/fax/phone), rooms, keys and supplies needed for department members to complete their duties.
- Management of the clinical booking process for obstetrics consults, pediatric consults, and chronic pain consults which includes, but not limited to:

- Managing incoming referrals requests
- Communicating with physician leaders
- Coordinating schedules for physicians and patients
- Finalizing appointment details for both in-person and virtual appointments.
- Providing accurate, timely details to patients, SHA units and anesthesiologists
- Scheduling & attending (as needed) regular department events such as Grand Rounds and Continued Medical Education events; arranging all logístical details including room booking, WebEx, tech support, communications, and catering, as required.
- Preparing PowerPoint presentations and displays for information relay purposes.
- Attending meetings and preparing relevant minutes for accurate records of decision and action items; providing support to complete action items.
- Managing delivery of incoming and outgoing correspondence, including courier deliveries and mail forwarding.
- Managing and updating department contact lists, shared electronic mailboxes and shared calendars.
- Updating weekly schedules, calendars, electronic message boards and ensuring accurate and timely delivery of information.
- Working closely with department staff members and faculty to ensure tasks are completed and relevant information is communicated in a timely manner.
- Creating and updating procedures/reference manuals for effective completion of all tasks noted, while reviewing and updating processes as needed when changes occur to staff, faculty or requirements for effective task completion.

**Education**: Completion of Grade 12 and a one-year post-secondary business/administrative program from a recognized post-secondary institution is required.

**Experience**: Minimum two years of office administration experience required, preferably in a university setting. Experience working in a diverse and inclusive environment is required. Experience with clinical scheduling is an asset.

**Skills**: Experienced knowledge of office procedures is required;
Effective interpersonal skills, both written and verbal;
Demonstrated public relations skills including the ability to interact effectively with public, staff, students, and university personnel;
Ability to handle interactions with tact, diplomacy, discretion, confidentiality and cultural sensitivity;
Proven ability to work in a high-volume setting, with regular interruptions and changes to the daily priorities;
Ability to work on multiple projects with competing demands and varied timelines;
Demonstrated effective organizational and time management skills;
Ability to work effectively both independently and as part of a collaborative team;
High level of attention to detail and practiced ability to review work independently to ensure details are accurate;
Ability to self-initiate and show confidence in decision making;
Ability to follow directions provided by others, while at the same time exercising initiative when required;
Basic knowledge of University of Saskatchewan and/or Saskatchewan Health Authority procedures is an asset;

Strong computer skills including keyboarding and proficiency with Microsoft Word, Excel, Outlook and PowerPoint required; experience with Zoom and Microsoft Teams an asset.

Experience with SharePoint, PAWS, USask

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