Administrative Assistant

3 weeks 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

Reporting to the Faculty Administrator, the incumbent provides administrative support required for the operational needs within the Faculty of Arts.

This position will:

- 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;
- Direct students to appropriate advisors and schedule appointments;
- Assist with the coordination and organization of departmental 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 following 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 as needed;
- 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 as needed;
- 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.

Position Requirements

Education:

- 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**:

- 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 policies and procedures;
- Ability to deliver excellent service in a courteous, cooperative, and confidential manner with all clients including the general public, faculty, staff, and students;
- Ability to work under pressure, handle a multiplicity of tasks and on-going interruptions;
- Ability to establish and maintain effective working relationships exercising a considerable degree of judgment and discretion regarding sensitive and confidential matters and materials;
- An understanding of the programs and services offered through a department/Faculty would be an asset.

Physical Demands Pay Grade CUPE Phase 4 Salary Range $42,533.40 - $57,457.40 Annually Status Permanent Work Hours

Office hours 8:15 am to 4:30 pm Monday - Friday (Operational Services)

Duration (if Term/Temporary) Full-Time/Part-Time Full Time Preference Posting Target Posting

Additional Information

**Contact Information**

**Job Open Date**
- 08/03/2023**Job Close Date**
- 08/09/2023**Open Until Filled**
- No**Special Application Instructions**
- Applicants must submit a cover letter and an updated resume that clearly states how they meet the posted qualifications**Diversity Statement**Competition Number**
- 20230612A/S

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