Administrative Assistant

2 weeks ago

Regina, Canada University of Regina Full time

Faculty/Department Faculty of Science Unit Science-Chemistry and Biochemistry Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary

**Position Summary**:
Reporting to the Faculty Administrator, this position is responsible for providing administrative support to the Head of the Department of Chemistry & Biochemistry and to the Department’s faculty members, staff and students. This position also provides coverage for the Department of Biology.

**Primary Responsibilities**:

- Booking and managing the Department Head’s calendar;
- Office reception services, handling incoming calls, responding to walk-in inquiries; scheduling appointments;
- Effective communication of university procedures and processes to faculty, staff and students;
- Managing the records and files (electronic and paper) of the Department Office;
- Preparation of memos, reports, course materials, examinations, academic papers;
- Coordinating department printing, duplicating and stationary functions;
- Liaise with other university offices to complete administrative tasks such as payroll, course scheduling/timetabling, ordering textbooks;
- Assist in the coordination of the department meetings: set up meetings, prepare agendas, minutes and correspondence;
- Coordinating departmental annual academic performance review;
- Coordinate department searches for new faculty members and lab instructors including setting up the interviews, room bookings, travel arrangements and financial details;
- Assist in coordination of visiting speakers for department seminars: book accommodations, prepare schedules, etc.;
- Provide assistance to the faculty and/or institution related events, activities and programs;
- Sort and distribute mail;
- Monitoring and reconciling financial accounts using FAST; providing administrative support to department purchasing using Banner and the university purchasing card;
- Maintaining fixed asset records; coordinating internal and external invoicing and payment processing for cost recovery units;
- Provide administrative support to update and maintain the Department website;
- Ordering supplies and maintaining a manageable stock for departmental use;
- Verifying accuracy of travel claims and travel requisitions;
- Assist with the implementation of policies and procedures as requested; and,
- Performing other related duties as required.

Position Requirements

**Position Requirements**:

- Grade 12 supplemented by the successful completion of a recognized business course combined with a minimum of 2 years of progressively responsible experience directly related to the duties specified. An equivalent combination of education and experience may be considered.
- Demonstrated knowledge and skill of office practices, principles and procedures including experience designing and maintaining record keeping systems electronic and paper;
- Demonstrated proficiency in the use of MS Office including Word, Excel and PowerPoint;
- Demonstrated experience working in complex database systems with a preference for experience and proficiency in: CASPUR Reports; Banner-Finance entering requisitions, purchase orders and receiving; FAST monitoring expenses and reconciling accounts; DCU- Data Collection Utility software to schedule courses and timetable. Experience using Workflow software would be an asset;
- Demonstrated receptionist and customer service skills including the ability to listen, accurately comprehend and respond to inquiries from clients, other agencies or the general public and/or relay information, directions or questions in person or over the phone in an accurate, clear, concise and courteous manner;
- Strong organizational, interpersonal and communication skills and demonstrated ability to be courteous and tactful with everyone and develop and maintain effective working relationships;
- Ability to maintain confidentiality of records and information;
- Ability to use good judgment and discretion in handling sensitive matters and materials;
- Ability to create, compose, and edit written/electronic materials;
- Self motivated and able to show initiative in all areas of responsibility;
- Ability to work with mínimal supervision, prioritize workload and multi-task;
- Ability to work within a team environment;
- Flexible and able to adapt to new challenges and an evolving environment;
- Ability to organize multiple tasks to meet deadlines while maintaining accuracy and attention to detail; and,
- Knowledge and experience with the Faculty of Science would be an asset.

Physical Demands Pay Grade CUPE Phase 4 Salary Range $42,533.40 - 57,457.40 Annually Status Term Work Hours

Monday - Friday 8:00 a.m. - 4:30 p.m.

Duration (if Term/Temporary) January 1, 2023 - December 31, 2023 Full-Time/Part-Time Full Time Preference Posting Target Posting

Additional Information

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