Department Administrative Assistant

3 months ago

Regina, Canada University of Regina Full time

Faculty/Department Faculty of Science Unit Science-Other 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 ready to be the backbone of our Science Departments? We’re seeking a our next **Department Administrative Assistant** to join us. Reporting to the Faculty Administrator, you’ll be the driving force behind the smooth operation of our Computer Science, Geology, and Mathematics & Statistics departments.

**What You’ll Do**:

- Be the administrative backbone of the dynamic Science departments at College West, supporting both student programs and faculty research endeavors.
- Masterfully manage the Department Head’s calendar, ensuring seamless coordination and execution of departmental activities.
- Serve as the frontline liaison, connecting our departments with other offices, individuals, and external entities, tackling a wide array of daily challenges head-on.
- Collaborate with university offices to conquer administrative tasks like payroll, course scheduling, textbook orders, and travel arrangements with finesse.
- Take charge of the intricate process of recruiting new faculty members and lab instructors, orchestrating every detail from interviews to financial logistics.
- Craft compelling memos, reports, and academic materials, overseeing their production and distribution with precision.
- Keep the department well-equipped and operational, overseeing supplies, equipment, and facilities with a keen eye for detail and efficiency.
- Add your touch to departmental events and conferences, ensuring they run smoothly and leave a lasting impact.
- Navigate financial waters adeptly, managing purchasing card transactions, reconciling data, and ensuring compliance with university policies.
- Maintain the digital face of the departments, updating and enhancing departmental websites with up-to-date information and engaging content.
- Keep the wheels turning smoothly by managing supplies, verifying travel claims, and implementing policies and procedures as needed.
- Keep the department’s records in shipshape, gathering, updating, and maintaining data with meticulous care.
- Foster intellectual exchange by organizing captivating weekly seminars that inspire and inform.
- Above all, embrace the diverse and dynamic nature of your role, tackling any challenge with enthusiasm and professionalism.

**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, pension plan, and much more

Position Requirements

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

- Grade 12 supplemented by the successful completion of a recognized business course;
- Minimum of three years’ experience, preferably within a university environment.
- An equivalent combination of education, training, and experience may be considered.

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

- Knowledge of the University’s programs, policies, and procedures with an emphasis on courses offered by the Faculty of Science is an asset.
- Ability to make administrative/procedural recommendations on sensitive and confidential issues.
- Ability to maintain confidentiality of records and information.
- Demonstrated knowledge and skill in the use of Microsoft Office (Word, Excel, Access, and Outlook-Group Wise) and complex databases such as CASPUR Reports, Banner, and FAST.
- Experience providing support with event planning.
- Knowledge and skill in maintaining websites would be an asset.
- Demonstrated knowledge of generally-accepted accounting principles, procedures, and processes.
- Knowledge of the University community and administrative offices is an asset.
- Knowledge of supplies, services, and equipment ordering and inventory control.
- Experience in records management and tracking of information.
- 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.
- Ab

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