Administrative Coordinator

2 weeks ago

Saskatoon, Canada University of Saskatchewan Full time

**Administrative Coordinator**:
**Primary Purpose**: Based at the University of Saskatchewan Saskatoon Campus, this position reports to the Associate Dean, Academic and will primarily support the Dental Therapy Program under the Academic Office umbrella. This position is responsible for providing exemplary administrative support to ensure the smooth functioning of all operations, planning and coordination of daily operations to ensure key objectives and priorities are advanced effectively. This position is expected to work effectively in a team environment and to provide support and guidance on matters related to the College of Dentistry’s operations.

**Nature of Work**: Working closely with Associate Dean, Academic and other staff, this position performs various administrative duties that require attention to detail, a high degree of accuracy and careful handling of confidential and sensitive information. This position will support the administrative functions for the entire Dental Therapy Program across four sites - USask, Prince Albert, Saskatchewan Polytechnic and Northlands College. The work encompasses a broad range of complex duties and processes that involve various deadlines, peak periods, and situations that require the ability to work independently and collaboratively. This position must be able to anticipate requirements and then identify and implement solutions; excellent judgment is essential. This position is of above-average complexity, and some discretionary decision making will be required within established guidelines.

The incumbent is expected to act as a knowledge source to senior leaders, faculty, staff, and alumni concerning many administrative processes. Therefore, the ability to understand policies and procedures is key to this position’s success. The impact of error is high, as it can affect the College of Dentistry and/or the University of Saskatchewan’s reputation. This position works under pressure in a fast-paced environment to meet competing deadlines and performs multiple tasks in a high traffic and continuously changing work environment. The standard for the quality of work and timely completion of tasks is very high. Excellent communication and interpersonal skills are essential, and superb customer service and the ability to lead among peers and collaborate are key traits required for this role.

**Typical Duties or Accountabilities**:

- Provide administrative support to the Associate Dean, Academic, ensuring full preparation for all commitments, including gathering or creating background and meeting material.
- Support committees by coordinating meetings, working with the chair to create agendas, take minutes, and support the chair to make progress on committee action items between meetings.
- Provide strategic support to the Associate Dean, Academic, or designate, to ensure there is a proper balance of work/meeting time scheduled and they are fully prepared for commitments.
- Ensure the timely and judicious articulation of those issues that the Associate Dean, Academic needs to be aware of, and/or which they alone can address or refer.
- Provide day-to-day support to the program (including general communications, supplies and equipment management, and staff access), human resource processes, and unit finances.
- Provide general administrative support to the Dean, the Executive Officer, senior staff in the Dean’s office, and other administrators as assigned.
- Provide administrative support to all collegial processes.
- Assess office administrative procedures and processes with a view to making them more effective and efficient.
- Plan, coordinate and support various Dental Therapy Program/College events.
- Work with the Executive Officer to coordinate internal and external college relations activities.
- Share knowledge appropriately to allow fully informed decision making by colleagues of the office as well as those seeking information from the office.
- Exercise decision-making and problem-solving to ensure priorities and deadlines are met and take initiative to move beyond completion of assigned tasks to plan for future changes or requirements.
- Be a connector - support the cohesion among and across teams and sites. Help to connect the organization for improved alignment and engagement.
- Demonstrate a commitment to teamwork and positivity, along with an ability to create and nurture positive working relationships.
- Other duties as assigned.

**Education**: Successful completion of a relevant undergraduate degree or a recognized post-secondary office administration program are a requirement. A relevant combination of education and experience may be considered.

**Experience**: Minimum of three years’ experience working in a fast-paced, multifaceted office environment is required. Work experience dealing with scholarships, awards and bursaries would be beneficial. Demonstrated experience supporting academic senior level administrators, including strict t

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