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

Are you an organizational wizard with a knack for multitasking? The Faculty of Arts is seeking a proactive and detail-oriented
**Administrative Assistant** to join our dynamic team

**What You’ll Do**:

- **Administrative Excellence**: Provide crucial support for administrative and academic operations within the Faculty of Arts.
- **Budget Management Maven**: Assist in budget planning, maintain records, reconcile accounts, and prepare insightful reports using FAST for Operating and Research funds.
- **Student Support Guru**: Direct students to appropriate advisors, schedule appointments, and ensure a smooth advising process.
- **Event Coordination Whiz**: Assist in organizing departmental events, conferences, and guest speaker arrangements.
- **Efficient Textbook Handling**: Process textbook orders using the online system, ensuring academic resources are readily available.
- **Meeting Maestro**: Prepare meeting agendas, materials, record minutes, and distribute them efficiently.
- **Administrative Form Expert**: Verify and complete administrative forms including course catalog/change forms, travel requests, and reimbursements.
- **Payroll and Hiring Savvy**: Handle job postings, enter payroll data, and manage appointment letters and timecards as needed.
- **Accounts Management Pro**: Initiate accounts payable processes and reconcile as necessary using purchase requisitions or procurement cards.
- **Data-Driven Analyst**: Track enrollment statistics, generate relevant reports, and support decision-making processes.
- **File Management Star**: Maintain electronic and paper documents, ensuring effective organization and archiving as needed.
- **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.
- **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

Don’t miss the opportunity to be a key player in supporting the operational needs of our vibrant Faculty of Arts

Position Requirements

**What You’ll Bring to the 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 this 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 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 interru

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