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Office Manager

2 months ago

Saskatoon, Canada University of Saskatchewan Full time

**Office Manager**:
The University of Saskatchewan Graduate Students' Association (GSA) represents the graduate students at the University of Saskatchewan and acts as the voice of graduate students at various levels of the University. The GSA's mission is to cultivate a positive experience for graduate students, foster a cohesive graduate student community, and identify graduate student needs to ensure that policies at the University advocate for graduate students appropriately.

The GSA is currently looking to fill the position of GSA Office Manager.

**TERM OF EMPLOYMENT**:
Starting date: August 1 (no later than September 1, 2023)

A 1-year contract (3-month probation period) with an annual contract extension dependent on performance.

**SALARY**: $40,000~$45,000/ year (based on experience)

**HOURS**: Monday - Friday, 9 am - 5 pm, with a one-hour lunch break.

**GENERAL DESCRIPTION**:
In accordance with the Association's mission, vision, and values, and the strategic direction of the GSA, the Office Manager supports the leadership and management of the Association. The Office Manager must ensure the efficient day-to-day operation of the GSA Commons, ensure continuity of the Association in a high turnover environment, support the work of the GSA Executive Committee, assist in implementing change, and facilitate the introduction/continuation of initiatives that enhance the graduate student experience, as well as ensuring that good governance practices are being adhered to. As the Association liaises with multiple external organizations, the Office Manager must be comfortable communicating and building lasting and collegial relationships both on campus, in the community, and across the country.

**RESPONSIBILITIES AND DUTIES (Including but not limited to)**:

- **GSA Commons and Office Administration**:

- Manage correspondence, maintain files, manage office supplies, and provide administrative support for the GSA council.
- Manage and act as a professional advisor providing GSA services (e.g., U-Pass, GSA Health and Dental Plan, bursaries, Notary Service).
- Act as the direct supervisor to the GSA Common Coordinators and ensure that proper hiring, training, scheduling, and conflict management are maintained
- **Financial Planning & Management**:

- Ensure proper financial reporting is in place, help develop annual financial statements, and negotiate contracts related to the GSA services.
- Maintain the Association's financial records (processing financial transactions, preparing financial statements, and liaising with the VP of Finance & Operations and bookkeeper, among others.)
- Leadership & Governance
- Provide continuity between Executive terms and facilitate transitions to manage and maintain the Association's strategic direction and development.
- Provide input to guide the strategic direction of the Association through the Executives.
- Ensure that the Association's strategic direction is communicated/implemented during times of transience.
- Participate as a resource person in GSA standing and ad hoc Committees, mainly the Strategic and Financial planning committees.
- Provide advice on all human resource matters, manage orientations and training, and provide advice on conflict resolution when necessary.
- **Community Relations & Advocacy**:

- Provide advice on advocacy initiatives, and help support GSA Executives in establishing good working relationships with the University of Saskatchewan administration, community organizations, and the Saskatchewan Provincial Government.
- Provide input and work with the Executive Committee to implement new community based initiatives and advise on how best to improve the Association's governance structure to facilitate such initiatives.
- **Legal Affairs & Risk Management**:

- Ensure legal obligations are fulfilled, oversee insurance and risk management, and maintain privacy/confidentiality of personnel, clients, and volunteers.
- **Equity, Diversity, and Inclusion**:

- Ensure that all graduate students are treated with respect and dignity and provide unbiased services to all graduate students irrespective of race, gender, ethnicity, religion, etc.

**Physical Working Environment**

This position will require extensive desk work, including, but not limited to, typing and filing. There will be occasions when the Office Manager may be required to move furniture.

**REPORTING**:
The GSA Office manager reports to the GSA President and Vice President of Finance and Operation.

**QUALIFICATIONS**:
**Education**:

- Bachelor's degree or equivalent (business, human resource management, office management, or related field is preferred);
- A graduate degree in management/administration/public policy or a related field is an asset.

**Experience**
- 1-3 years of experience in a non-profit or educational institution management role.
- Experience with day-to-day financial record keeping and financial literacy;
- Experience dealing with University administration and know

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