Clerical (Department) Assistant

1 week ago

Saskatoon, Canada University of Saskatchewan Full time

**Clerical (Department) Assistant**:
**Primary Purpose**: The Department of Academic Family Medicine is a large complex provincially distributed medical education program in the College of Medicine at the University of Saskatchewan and is dedicated to excellence in patient care, teaching and learning, research, and administration. The department assistant supports central administrative and academic activities within the department.

**Nature of Work**: Reporting to the finance manager, the position works in a diverse, complex, and busy office environment requiring the ability to work and communicate effectively and cooperatively, by a variety of methods. The incumbent is expected to work independently in a team environment, use sound judgment to make decisions, and provide accurate information to all relevant stakeholders. Decisions are made based on established policies and procedures, with assistance provided by professional staff or academics when interpretation is required or when complex issues arise. Work must consistently meet high standards of quality and precision. The department is led through a distributed model with sites throughout the province; as such, this position requires the ability to work effectively at a distance.

**Typical Duties or Accountabilities**:
**Department Administration**: This position is part of a clerical support team, which provides support to multiple divisions within the Department of Academic Family Medicine. This position will support divisions in the department by providing similar clerical support and coverage as required including but not limited to:

- providing support to academic leaders, such as rural directors (North and South), assistant program directors for assessment, curriculum, and improvement, and the curriculum design lead, as required
- supporting and assist with event planning, including but not limited to, Resident Scholarship Day, Faculty Scholarship Day, and virtual conferences
- scheduling various virtual and in person meetings (using e.g., Microsoft Teams, Zoom)
- taking and distributing minutes at various meetings as needed
- preparing expense claims and travel claims (students, residents, community members and the faculty) for processing by the department’s finance division
- other duties as assigned

**Qualifications**
**Education**: Completion of Grade 12 and a recognized post-secondary administrative assistant program is required.

**Skills**: This role requires highly effective interpersonal skills coupled with the ability to develop and maintain working relationships with coworkers. Also the ability to prioritize and function in a demanding setting with numerous, often competing deadlines; demonstrated excellent verbal and written communication skills; ability to interact effectively with students, faculty and other staff, handling interactions with professionalism (tact, discretion, confidentiality and cultural sensitivity); strong attention to detail; ability to recognize and analyze problems, to propose effective solutions and to refer issues to other staff as appropriate. Success in this role requires balancing the ability to work independently and as part of a team; following instructions, policies and procedures while exercising initiative; setting priorities and seeking assistance when needed. Intermediate knowledge and experience with MS Excel is required. Applicants must demonstrate efficiency with Microsoft Office software and would benefit from knowledge of University and College procedures.

**Department**: Family Medicine (Saskatoon)
**Status**: Term 2 years with the possibility of extension or becoming permanent
**Employment Group**: CUPE 1975
**Shift**: Mon-Fri, 8:30am to 5:00pm
**Full Time Equivalent (FTE)**: 1.0
**Salary**: The salary range, based on 1.0 FTE, is $23.35 - 30.61 per hour. The starting salary will be commensurate with education and experience.
**Salary Family (if applicable)**:Operational Services
**Salary Phase/Band**:Phase 4
**Posted Date**: 1/18/2023
**Closing Date**: 2/26/2023 at 6:00 pm CST
**Number of Openings**:1
**Work Location**:May be eligible for hybrid work under the terms of USask's Alternative Workspace Guidelines

**Criminal Record Check**:Not Applicable
**Driver's License and Abstract Check**:Not Applicable
**Education/Credential Verification**:Not Applicable
**Vulnerable Sector Check**:Not Applicable

Please review the University of Saskatchewan's **health and safety requirements** for faculty, staff and students in consideration of the COVID-19 pandemic.

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