Administrative Assistant

3 weeks ago

Regina, Canada University of Regina Full time

Faculty/Department Faculty of Arts Unit Arts-Psychology 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

**What You’ll Do**:

- Coordinate appointments and multiple online calendars for supervisors, trainees, PTC practica, and assessment courses in order to provide appropriate information and assist in scheduling meetings and/or appointments and notify staff/Director of upcoming responsibilities;
- Direct and coordinate all clerical functions of the PTC, and is responsible for orienting others (e.g., graduate students, new clinicians) in regards to clerical duties;
- Manage and track the required documentation for practica, internships and residency for clinical students;
- Prepare documents and materials needed for operations, including consent forms, intake forms, PTC student manual, confidentiality agreements (student and staff), etc.;
- Initiate, track and maintain office and testing supplies for the PTC, including timely ordering of clinical forms and re-ordering of office supplies;
- Coordinate administrative duties regarding client records (e.g., scanning documents, faxing reports, etc.);
- Ongoing management and tracking of trainee administrative details (e.g., keys, access to charting system, etc.);
- Maintain effective file management of all electronic and paper documents including required shredding and/or archiving of material;
- Maintain and update statistics on the program and clinical students for Canadian Psychological Association (CPA) accreditation;
- Lead PTC staff during an emergency (e.g., fire, violent incident) and maintains emergency preparedness kit (e.g., first aid);
- Develop, maintain, and monitor computerized financial records and budget; review budget and help determine purchases and expenditures when requested; produce and maintain accurate financial reports at all times;
- Responsible for the invoicing, collection and deposit of client fees and other PTC income via direct payment, credit card sales, etc. including the collection of unpaid balances;
- Perform other related duties as assigned.

**Why Join Us?**

At the University of Regina, we’re more than just a campus - we’re a community Join our team and enjoy:

- **Meaningful Impact**:Your work directly contributes to creating a better environment for students, faculty, and staff by assisting the University in connecting to communities and securing their support.
- **Professional Growth**: We support your development, offering opportunities for advancement and learning.
- **Work-Life Balance**:We value your well-being and know your personal life is most important
- **Dynamic and Inclusive Workplace**: We value diversity and inclusivity. You’ll be part of a team that celebrates different perspectives, backgrounds, and experiences, making every day an opportunity for personal growth.
- **Innovation Culture**:We encourage fresh ideas and innovative thinking.
- **Competitive Compensation**: We offer competitive compensation package and benefits to reward your talent. A few of the these benefits include Health/Dental/Vision Benefits, flexible spending account, pension plan, and much more

Position Requirements

**What You’ll Bring to the Position**:

- Graduation from Grade 12, supplemented by the successful completion of a recognized business course or other post-secondary training; and,
- Three years of related experience providing administrative support directly related to the duties listed above.
- An equivalent combination of education and experience may be considered. Knowledge of and experience within the Faculty of Arts would be considered an asset.

**Skills That Will Ensure Your Success in this Role**:

- Demonstrated expertise in the use of Microsoft Office (Word, Excel, Access, and Outlook-GroupWise);
- Familiarity with accounting and bookkeeping processes;
- Experience working in complex databases (e.g., Jane, the clinic’s electronic charting system [e.g., scheduling, uploading chart documents]; google calendars, BANNER, FAMIS, GroupWise, UR Docs, etc.), experience working with other equivalent systems may be considered;
- Ability to organize multiple tasks and meet deadlines while maintaining accuracy and strong attention to detail;
- Ability to deal effectively in a courteous, cooperative and confidential manner with students, staff and the public;
- Ability to exercise analytical skills, critical assessment, and problem-solving techniques required in primary duties relating to students, faculty, staff and the public;
- Advanced communication skills, both verbally, and in writing;
- Ability to understand and execute oral and written instructions;
- Ability to create, compose, and edit written materials;
- Knowledge of University, PTC, and Clinical Psychology program policies and procedures;
- Skill in the use of operating basic off

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