Clerical Assistant

2 weeks ago

Saskatoon, Canada University of Saskatchewan Full time

**Clerical Assistant**:
**Primary Purpose**: To provide administrative support to the Division of Continuing Medical Education, College of Medicine, and its mission to engage with healthcare professionals to enhance health care outcomes by delivering continuing professional learning that is focused on the needs of the patient and their communities.

**Nature of Work**: Reporting to the Program Coordinator, CME, the incumbent works in collaboration with the CME team to ensure the success of events, courses, and programs. The role requires coordination of administrative tasks that include planning, document preparation and management, scheduling, etc. The work consists of project work on numerous learning events that may include multiple priorities, frequent interruptions, and firm deadlines. This position requires strong organizational skills. This position works with the CME program coordinator(s), other clerical assistants, and stakeholders to collaboratively establish policies and procedures, recommending and implementing continuous improvement. Respectful relationships with colleagues and stakeholders is essential. The incumbent will be required to interact with a diverse group of clients (both written and oral) in a culturally respectful manner; building and maintaining relationships is crucial to success. This position is seen as an expert resource capable of providing advice and guidance in their area of expertise.

**Typical Duties**:

- Provide administrative assistance to team leaders.
- Provide clerical assistance for programs, services, and special events.
- Process event and course registrations.
- Prepare documents such as, but not limited to, attendance certificates, letters, meeting minutes and briefs, manuals, reports, forms, brochures, etc.
- Maintain accurate records and assure document control.
- Prepare communication and information updates; liaise with internal and external stakeholders.
- Enter data and maintain databases to ensure accurate and secure information is kept.
- Arrange travel and process travel expense claims for event participants and staff.
- Process registrations, prepare purchase requisitions and invoices, track accounts payable and receivable; and other financial processes as required.
- Maintain electronic calendars, arrange meetings, prepare & distribute meeting agendas and minutes, and ensure staff have required material prior to meetings.
- Research costs and options for team leaders.
- Arrange and update printing needs, equipment, catering, materials, and other resources.
- Coordinate work and services requests with Facilities Management Division, IT Services and Support, and Telephone Services, and other on and off-campus vendors.
- Other administrative duties, as assigned.

**Qualifications**

**Education**: Completion of Grade 12 and a recognized post-secondary business administration/administrative assistant program is required. An equivalent combination of education and experience may be considered.

**Experience**: Three to five years of related experience in a University/Academic Health Care setting in a support role is preferred. Experience working and collaborating in a diverse, inclusive, and highly confidential setting is required.

**Department**: Continuing Medical Education
**Status**: Term - 2 Years with the possibility of extension or becoming permanent
**Employment Group**: CUPE 1975
**Shift**: Mon - Fri, 8:30 - 4:30
**Full Time Equivalent (FTE)**: 1.0
**Salary**: The salary range, based on 1.0 FTE, is $23.35 - 30.61 per hour. The starting salary will be commensurate with education and experience.
**Salary Family (if applicable)**:Operational Services
**Salary Phase/Band**:Phase 4
**Posted Date**: 4/1/2024
**Closing Date**: 4/30/2024 at 6:00 pm CST
**Number of Openings**:1
**Work Location**:May be eligible for hybrid work under the terms of USask's Alternative Workspace Guidelines

**Criminal Record Check**:Not Applicable
**Driver's License and Abstract Check**:Not Applicable
**Education/Credential Verification**:Not Applicable
**Vulnerable Sector Check**:Not Applicable

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