Clerical Assistant, College of Nursing, Saskatoon

5 days ago

Saskatoon, Canada University of Saskatchewan Full time

**Clerical Assistant, College of Nursing, Saskatoon Campus**:
This position also manages faculty & staff award processes and oversees the administration of student awards.

**Nature of Work**: Reporting to the Executive Assistant to the Dean, this position interacts with a diverse group of individuals including university faculty, staff, students, and the public. The position involves considerable judgment and discretionary decision-making in the development, implementation, and collaboration with our alumni and events within the College. They will garner an in-depth understanding of the College and its stakeholders, with special attention to alumni and students. The incumbent will work both independently and collaboratively with a cross-section of University Relations specialists, University administration, members of the College, volunteers, and key stakeholders to meet strategic goals, and establishing and maintaining positive relationships is essential. They are expected to provide expert advice on award-related inquiries, initiatives, processes, issues, etc. The incumbent is responsible for all aspects of event planning within the dean’s office and all logístical details related to the successful delivery of events. They may be required to assist with other events hosted or supported by the College of Nursing as needed. There is a significant risk to the university’s reputation if events are not planned and executed to a high standard. The incumbent is expected to act as a knowledge source to senior leaders, faculty, staff, students, alumni, and prospects/donors, therefore the ability to understand policies and procedures is key to the success of this position. Must be willing to work occasional evenings and weekends and may be asked to travel if required.

**Typical Duties or Accountabilities**:Scholarships, Awards & Bursaries
- Manage award processes within the college; provide support to faculty, staff, volunteers, alumni, and graduate awards.
- Responsible for the execution of the awards administration processes (for undergraduate students); this includes liaising with the University Student Finance & Awards Office to create, publicize, document, administer, and disseminate awards and award information for the college.
- Collaborate with the Advancement Officer to review and provide recommendations on terms of reference for new awards to ensure consistency and clarity.
- Responsible for the monitoring and assessment of existing awards to determine if adjustments to criteria are required.
- Collaborate with the undergraduate office and the Digital Marketing & Communications Specialist to ensure award information is shared timely and accurately.
- Coordinate and provide information to assist students with scholarships, awards & bursaries.
- Collaborate with the Advancement Officer and communicate with donors on fund balance, recipient selection/thank you letters, attendance at our yearly ceremony, update contact information, and acknowledgment of donation(s) received.
- Update and maintain internal and external award information within the College’s internal record system and collaborate with IT to ensure updates to the website are complete.
- Maintain and provide award & donor statistics.
- Determine undergraduate & graduate award amounts based on available funding and in compliance with the terms.
- Participate in graduate and undergraduate award committee meetings to ensure donor representation.
- Administer and disseminate Emergency Funds, Education Enhancement Bursaries, Student Travel Bursaries, and Student Support Fund Awards for undergrad & graduate students (submit EJSs).

Event Planning
- Responsible for planning and managing the Awards Ceremony (organizing the event from start to finish, booking the venue, setting up the contract, contacting speakers and volunteers, creating/sending invitations, collecting RSVPs, writing the emcee’s script, preparing briefing notes, creating/printing the program, creating a slideshow, making table arrangements, etc.).
- Plan, coordinate, and execute various College of Nursing events (including college & executive retreats, college anniversaries, accreditation visits, wellness sessions, retirement celebrations, etc.) that support the College and the University’s strategic goals.
- Create a vision for events that align with the strategic priorities of the university and achieve key outcomes.
- Oversee coordination of all event logistics within the dean’s office including registration, communication, space and venue bookings, set up/negotiate contracts, food, A/V and other equipment, entertainment, supplies, etc.
- Supervise the on-site production of events.
- Develop and document event planning procedures, protocols, and processes.
- Oversee a supportive, respectable approach in the planning and execution of all events to support and celebrate equity, diversity, and inclusion.
- Interact with a diverse set of stakeholders across campus and exter

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