Executive Assistant

2 weeks ago

Saskatoon, Canada University of Saskatchewan Full time

**Executive Assistant**:
Community Health and Epidemiology is a department with the College of Medicine. We have active graduate programs at the Masters and Doctoral levels and make a vital contribution to the undergraduate education of medical and health sciences students and postgraduate education with the Public Health and Preventative Medicine Residency Program. Our teaching, research and community engagement focus on population health with a lens on social justice and equity for all.

**Primary Purpose**: This position will report to and provide confidential and high-level support to_ Department Head of Community Health & Epidemiology (CHEP) as well as the Division Head, Public Health and Preventive Medicine (PHPM)._ PHPM Division is located within CHEP. The position will be instrumental in providing administrative support to allow CHEP senior leadership to function effectively, aiding in all aspects of program management, in keeping with strategic priorities.

**Nature of Work**: This position interacts with a diverse group of individuals including faculty, students, staff, clinical partners, and other stakeholders. The incumbent will be required to work in a complex and ever-changing environment; adapt to shifting priorities and timelines, and frequent interruptions. Establishing and maintaining relationships that support collaboration and problem solving, and the ability to exercise professional judgment to confidently make recommendations and decisions regarding issues or special assignments, is essential for success in this position. Considerable discretion is a requirement as this position is privy to, and handles, highly sensitive and at times confidential information. The position is responsible to ensure day-to-day work is completed accurately with attention to detail.

**Accountabilities**:
Administrative Responsibilities
- Effectively represent CHEP senior leadership in all contacts, ensuring the appropriate level of professionalism, tone, and interest are projected; dealing with issues and concerns, solving, or referring problems as they arise.
- Provide confidential, comprehensive, effective, and efficient administrative support to the CHEP department and PHPM division heads:

- Ensuring priorities and deadlines are met, and that correspondence is handled accurately, efficiently, professionally, and confidentially.
- Using judgment, confidentiality and discretion when handling sensitive issues.
- Preparing, gathering and relaying confidential information and material on a regular basis.
- Typing, formatting, copying, and distributing files and retrieving correspondence, reports and documents of a routine or confidential nature.
- Strategically managing the Heads’ schedules.
- Oversee CHEP and PHPM reports.
- Oversee administrative policies.
- Completion of, and accountability for, content in major reports such as Part-Time Teaching Support, Financial Reports, and Accreditation reports.
- Assist with drafting and keep records of Clinical Faculty appointments and contracts, as well as invoicing.
- Support medical student electives and residency program rotations as liaison with SHA sites
- Coordinate and/or assist with special projects as needed.

Supervisory Support
- Strategic oversight of CHEP Administrative support staff, including but not limited to:

- scheduling for the department head that reflects realistic and adaptive priority setting in terms of who and when to book into the calendar, establishing and enforcing standards that provide a balance between meeting and office/work time, allowing sufficient flexibility for shifts in response to a fast paced and fast changing agenda.
- expense reporting and submission, meeting support for CHEP and PHPM Division (minute taking/follow up).
- Assist with employment hiring process by gathering information and drafting an orientation plan for new staff.

Financial Responsibilities
- Provide effective administration of CHEP financial resources, including for the PHPM Division; manage operating budget and other financial accounts.
- Manage capital equipment funds and ensure purchasing and other funding deadlines are met.
- Prepare material needed to assist with budget submissions related to the operations of CHEP and PHPM.
- Advise on budget matters and advise on best practices.
- Prepare budget reports.
- Manage all administrative work required for contracts payment and record keeping.
- Collaborate with College of Medicine Financial unit/SHA as may be required regarding management of financial resources.

Human Resource Responsibilities
- Assist with staff hiring,
- Assist with on-boarding and off-boarding of all CH&E/PHPM employees.
- Assist with collegial processes, including renewal of probation, tenure, promotion, sabbatical leaves, and salary review.

**Qualifications**

**Education**:An undergraduate degree, as well as completion of a Financial Management and/or Project Management course or certification. A combination of education an

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