Office Coordinator

3 weeks ago

Saskatoon, Canada University of Saskatchewan Full time

**Office Coordinator (Clerical Asst), Psychology and Health Studies/Admin Support Group**:
The College of Arts and Science consists of twenty-one departments spanning the natural and physical sciences, the social sciences, and the humanities and fine arts. Several institutes, centres, and interdisciplinary programs are also part of the college, which occupies fourteen buildings across campus. The college has approximately 300 faculty, 150 staff, and 9,000 students, with annual expenditures of nearly $100-M across more than 2,000 funds. The Administrative Support Group (ASG) provides clerical and administrative support in the areas of finance, graduate support, collegial processes, faculty recruitment, sessional postings, and other department
- and program-specific duties for many departments and programs in the College of Arts and Science.

**Primary Purpose**: To provide clerical and administrative support to the Department of Psychology and Health Studies, and its department head, in the College of Arts and Science.

**Nature of Work**:Formally reporting to the Administrative Support Group manager, and as a member of the Administrative Support Group, this position provides clerical and administrative support in a busy office environment. Direction will be provided primarily by the department head. Frequent interruptions and multiple competing priorities are the norm. Duties are highly varied, moderately complex, and require strict attention to detail and the capacity to meet deadlines. The position establishes and maintains professional working relationships with a diverse group, including students, staff, instructors, the university community, and various stakeholders. The position works independently with general and mínimal supervision. All work is to be carried out in adherence with established College of Arts and Science policies and procedures.

**Typical Duties or Accountabilities**: Responsible for day-to-day clerical and administrative support for the department and department head, including:

- Providing students with information on academic deadlines;
- Processing special permission forms for students;
- Assisting with course timetabling and class builds;
- Assisting the department head with collegial processes;
- Coordinating recruitment of faculty and hiring of sessional lecturers;
- Assisting with the preparation of calendar descriptions;
- Providing support for departmental meetings;
- Maintaining internal databases and filing systems;
- Distributing mail and managing signing out of keys and equipment;
- Coordinating financial transactions for faculty;
- Managing the departmental website and college directory listings;
- Other duties as assigned by the department head and ASG manager, as appropriate.

This position is a liaison between the department and the Administrative Support Group in the College of Arts and Science. As part of the Administrative Support Group, this position provides clerical and administrative support to the department head and the department, while remaining an integral part of the central unit. This position, on occasion, may be required to support other departments in the College of Arts and Science, providing coverage and relief, as assigned by the ASG manager, in consultation with the department head.

**Education**: Completion of Grade 12 and the successful completion of an administrative assistant course through a recognized business college. An equivalent combination of education and experience may be considered. Knowledge, understanding, and acquired work experience in an office and university setting are assets.

**Experience**: Three to five years of office experience is required, preferably in a university setting. Experience working in a student-centered environment. Knowledge of College of Arts and Science and University of Saskatchewan policies and procedures would be a definite asset.

**Skills**: Demonstrated strong organizational, time management, and relationship building skills; proven ability to work in a high volume setting and manage multiple projects with competing demands and deadlines; ability to maintain meticulous attention to detail and ensure accuracy; demonstrated professional maturity, judgment and decisiveness; ability to adapt and demonstrate flexibility; ability to be self-directed and take initiative; ability to work independently, with mínimal supervision, as well as collaboratively; effective interpersonal and communication skills, both written and verbal; proven ability to handle interaction with tact, diplomacy and intercultural sensitivity and to maintain confidentiality; proven ability to prioritize and coordinate projects, tasks, and responsibilities; demonstrated ability and interest in effectively working with internal and external stakeholders, including students, staff, faculty, and the public; and demonstrated strong computer skills including keyboarding and proficiency with Microsoft Office Suite (Word, Excel, PowerP

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