Clerical Assistant

2 weeks ago

Saskatoon, Canada University of Saskatchewan Full time

**Clerical Assistant**:
The College of Medicine, Division of Continuing Medical Education (CME) is responsible for delivering a program for eligible internationally trained family physicians aimed at assessing their readiness to practice medicine in Saskatchewan. The Saskatchewan International Physician Practice Assessment (SIPPA) program works within the framework of the Medical Council of Canada’s National Assessment Collaboration’s Practice Ready Assessment programs. SIPPA includes applicant screening and selection, an orientation to family practice in Saskatchewan followed by assessment for practice readiness and ongoing supervision while in clinical practice until the physician attains full licensure.

**Primary Purpose**:To provide day-to-day clerical and administrative support for the staff, faculty, and physicians within SIPPA.

**Nature of Work**: The Clerical Assistant will report to the SIPPA Program Manager. They will receive daily direction from SIPPA physician leaders as well as Clinical Field Assessment and Supervision Coordinators. The position is required to work collaboratively with staff, faculty, physicians under assessment or supervision and external stakeholders. The work environment is 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 to support staff, faculty and physicians.

**Typical Duties or Accountabilities**:

- Weekly database entry of multiple data points;
- Creating and populating physician schedules, sending survey reminders, gathering and filing completed documents;
- Preparing invoices and completing basic financial transactions;
- Ensuring access to all administrative equipment, rooms, keys and supplies needed for faculty and staff to complete their duties;
- Scheduling meetings and ensuring logístical details are arranged, including room booking, Zoom support and catering, as required;
- Attending meetings and preparing relevant minutes for accurate records of decision and action items; providing support to complete action items;
- Managing and updating contact lists;
- Updating weekly schedules, calendars and ensuring accurate and timely delivery of information;
- Creating and updating procedures/work standards;
- General office duties including distributing mail, receiving deliveries and other duties as assigned.

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

**Experience**: Two (2) years of administrative experience is preferred, preferably in a university setting. An equivalent combination of education and experience may be considered. Experience working in a diverse and inclusive environment is required.

**Skills**:

- Proficiency with data collection/entry;
- Effective interpersonal communication+ skills, both written and verbal;
- Demonstrated public relations skills including the ability to interact effectively with staff, university personnel and physicians;
- 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 follow directions provided by others, while at the same time exercising initiative when required;
- Basic knowledge of University of Saskatchewan procedures and policies is an asset;
- Strong computer skills including keyboarding and proficiency with Microsoft Word, Excel, Outlook and PowerPoint required; experience with Zoom and Microsoft Teams.

**Department**: Continuing Medical Education
**Status**: Term One year with the possibility of extension
**Employment Group**: CUPE 1975
**Shift**: 8:30-4:30
**Full Time Equivalent (FTE)**: 1.0
**Salary**: The salary range, based on 1.0 FTE, is $21.55 - 25.13 per hour. The starting salary will be commensurate with education and experience.
**Salary Family (if applicable)**:Operational Services
**Salary Phase/Band**:Phase 3
**Posted Date**: 4/19/2023
**Closing Date**: 5/16/2023 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

**Criminal Record Check**:Not Applicable
**Driver's License and Abstract Check**:Not Applicable
**Education/Credential Verification**:Not Applicable
**Vulnerable Sector Check**:Not Applicable

Please review the University of Saskatchewan's **health and safety requirements** for faculty, staff and students in consideration of the C

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