Clerical Assistant

4 weeks ago

Saskatoon, Canada University of Saskatchewan Full time

**Clerical Assistant (Office Coordinator), Department of Chemistry/Administrative 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 departments and programs in the College of Arts and Science.

**Primary Purpose**: To provide clerical, administrative and program support to the Department of Chemistry in the College of Arts and Science.

**Nature of Work**: Reporting to the Administrative Support Group (ASG) Manager, College of Arts and Science, and as a member of the Administrative Support Group, this position provides clerical and administrative support in a busy office environment. 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**:Typical Duties/Accountabilities**:
Responsible for day-to-day clerical and administrative support for the department overall, including:

- Coordinating departmental communications, activities and projects, including the Spinks Lecture;
- Assisting with course timetabling, class builds, and course evaluations;
- Assisting the department head with organization and submission of materials for collegial processes, e.g., tenure, probation renewal, promotion, annual review, and peer evaluation;
- Organizing sessional lecturer postings, and associated payroll submissions;
- Providing administrative support for the Undergraduate Affairs Committee, including:

- Assisting with undergraduate student awards;
- Coordinating processes related to undergraduate student research;
- Managing transfer credit processing and record keeping;
- Managing grade entry, class permissions, and class lists for undergraduate courses;
- Providing support for academic advising, including processing special admissions;
- Assisting with the preparation of calendar descriptions;
- Summer employment EJSs; and,
- Student volunteer forms.
- Providing administrative support to select standing and ad-hoc committees of the department when needed;
- Coordinating seminars, including managing the term schedules, communicating with external speakers, and making travel arrangements as necessary;
- Coordinating and collating SLEQ evaluations;
- Maintaining internal databases and filing systems;
- Distributing mail and managing the signing out of keys and equipment;
- Coordinating financial transactions for faculty, including assisting with travel claim forms;
- Managing the departmental website and college directory listings and assisting with the maintenance of social media accounts and with the departmental newsletters;
- Other duties as assigned by the department head and the 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, the undergraduate student advisor, 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 the College of Arts and Science and University of Saskatchewan policies and procedures would be a definite asset.

**Skills**: Demonstrated strong organizational, time managem

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