Administrative Assistant

2 months ago

Regina, Canada University of Regina Full time

Faculty/Department Faculty of Arts Unit Arts-Dean's Office Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary

Are you passionate about organization and efficiency? If so, we invite you to join our team as our new **Administrative Assistant**

Reporting to the Faculty Administrator, the incumbent plays a pivotal role in fueling the dynamic operations of the Faculty of Arts with essential administrative support.

**What You’ll Do**:

- Provide basic administrative support for the administrative and academic operations of the faculty;
- Participate in budget planning, maintain budget records using FAST for Operating and Research funds, reconcile and monitor accounts, and prepare and interpret reports;
- Assist with the coordination and organization of events, conferences, or guest speakers;
- Process textbook orders using the online system;
- Set up meetings, prepare agendas and meeting materials, record and distribute minutes for meetings;
- Complete and/or verify administrative forms such as course catalog/change forms, travel authorization requests, and reimbursement claims;
- Complete job postings and enter payroll; prepare appointment letters and follow up with timecards, as needed;
- Enter sessional instructors job posting information and ensure the appointment process is completed;
- Initiate process of accounts payable either by purchase requisitions or with procurement card and reconcile;
- Complete online course scheduling/timetabling, purchasing, etc.;
- Track enrolment statistics and provide relevant reports;
- Prepare/format/copy correspondence, course materials, exams, etc.
- Liaise with other University offices and Federated Colleges;
- Coordinate course evaluations and complete necessary statistical summaries;
- Maintain effective file management of all electronic and paper documents including required shredding and/or archiving of material;
- Maintain departmental webpage content;
- Act as backup for other administrative support positions in the Faculty as required; and,
- Perform other related duties as assigned.
- **Plus More**:Be ready to take on additional related tasks as assigned - your role is dynamic and essential to our success

**Why Join Us?**

At the University of Regina, we’re more than just a campus - we’re a community
Join our team and enjoy:

- **Meaningful Impact**:Your work directly contributes to creating a better environment for students, faculty, and staff.
- **Professional Growth**:We support your development, offering opportunities for advancement and learning.
- **Work-Life Balance**: We value your well-being and know your personal life is most important
- **Dynamic and Inclusive Workplace**:We value diversity and inclusivity. You’ll be part of a team that celebrates different perspectives, backgrounds, and experiences, making every day an opportunity for personal growth.
- **Innovation Culture**:We encourage fresh ideas and innovative thinking.
- **Competitive Compensation**: We offer competitive compensation package and benefits to reward your talent. A few of the these benefits include Health/Dental/Vision Benefits, flexible spending account, Defined Benefit Pension Plan, and much more

Position Requirements

**What You’ll Bring to this Position**:

- Graduation from Grade 12, supplemented by the successful completion of a recognized business course or other post-secondary training; and,
- Three years of related experience providing administrative support directly related to the duties listed above.
- An equivalent combination of education and experience may be considered.
- Knowledge of and experience within the Faculty of Arts would be considered an asset.

**Skills That Will Ensure Your Success in the Role**:

- Demonstrated knowledge of office practices, principles, and procedures;
- Experience working in complex databases (such as Banner, Caspur Reports, Data Collection Utility E-Recruit, FAST, Follet, Content, Cascade), experience working with other equivalent business systems may be considered;
- Experience in budget monitoring, reconciliation, projections, reporting, and knowledge of accounting procedures;
- Experience providing executive support to committees;
- High level of organizational skills and ability to prioritize, handle multiple tasks efficiently, meet deadlines while maintaining accuracy;
- Ability to work effectively independently and as part of a team;
- Experience in managing a calendar for a senior executive and maintaining staff electronic calendars (scheduling meetings and appointments);
- Demonstrated ability to communicate clearly and concisely both orally and in writing;
- Create, compose, and edit a variety of written and electronic material;
- Ability to work with mínimal supervision and make informed, independent decisions in accordance with established

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