Administrative Assistant

1 month ago

Regina, Canada University of Regina Full time

Faculty/Department VP Research Unit Research 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 Director, Research Partnerships and Innovation, this position provides primary assistance and support to the Office of Research Partnerships and Innovation for all administrative needs. This position serves as the primary point of contact for internal and external stakeholders, often on complex and confidential issues. This position coordinates the provision of office and staff support services, and oversees and participates in the coordination, supervision, and completion of projects and events. This requires the incumbent to be able to effectively communicate with various stakeholders and provide technical and specialized information. This position provides guidance and assistance in managing the administrative activity of projects and processes and must make independent administrative decisions daily regarding conflicting situations and events. In addition, this position is required to serve on a variety of committees in a support role. Work is sensitive and confidential. This position will provide guidance, coaching, and direction to new support positions and may supervise and provide input into the evaluation of student employees.

Duties and Responsibilities:

- Serve as a primary point of direct administrative contact and liaise with other offices, individuals, and external institutions and agencies on a range of day-to-day issues.
- Provide logístical support for meetings and workshops, including distributing meeting minutes, as appropriate.
- Monitor and coordinate accounting activities as appropriate, and prepare internal reports for management; participate in budget reconciliation.
- Coordinate and oversee the day to day management of supplies, equipment, and facilities for the unit, including maintenance, inventory management, logistics, security, and related activities.
- Assist with the planning of project development to ensure efficient service and organization.
- Assist in the coordination, supervision, and completion of projects as appropriate.
- Compose and edit written documentation and correspondence; screen and evaluate incoming and outgoing correspondence and prepare responses as appropriate.
- Prepare statistical reports required by the Director, Research Partnerships and Innovation, as required.
- Coordinate and schedule appointments and travel arrangements for the Director, Research Partnerships and Innovation, and coordinate and oversee daily office activities.
- Gather, enter, and update data to maintain departmental records and databases; establish and maintain files and records.
- Order, stock, and distribute office supplies.
- Perform other related duties as assigned.

Position Requirements
- Grade 12 supplemented by the successful completion of a recognized business certificate or diploma combined with a minimum of five years’ progressively responsible experience preferably in a university environment. An equivalent combination of education, training, and experience may be considered.
- Demonstrated ability to make administrative and procedural decisions on sensitive and confidential issues.
- Demonstrated knowledge of and skill in the use of Microsoft Office (Word, Excel, Access, and Outlook-GroupWise), complex databases including Banner and Converis, and report management through FAST and CASPUR reports.
- Experience in records management and tracking of information.
- Demonstrated ability to deliver excellent customer service.
- Ability to create, compose, and edit written materials.
- Ability to communicate effectively, both verbally and in writing.
- Ability to understand and execute oral and written instructions.
- Ability to work independently with mínimal supervision.
- Skill in the use of basic office equipment.
- Knowledge of University policies and procedures.
- Knowledge of supplies, services, and equipment ordering and inventory control.
- Demonstrated knowledge of generally accepted accounting principles, procedures, and processes.
- Ability to plan, develop, and coordinate multiple projects.
- Strong interpersonal skills to establish and maintain cooperative working relationships with staff, the general public, external consultants, contractors, and vendors.
- Ability to organize multiple tasks while maintaining accuracy and attention to detail and meet deadlines.
- Ability to identify and report unsafe acts, workplace hazards, and incidents that result (or could result) in injury, illness, or environmental damage.
- Ability to work and encourage others to work and act safely

Physical Demands Pay Grade CUPE Phase 5 Salary Range $52,561.60 - $70,961.80 Annually Status Permanent Work Hours

Monday - Friday, 8:15am - 4:30pm.

Duration (if Term/Temporary) Full-Time/Part-Time Fu

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