Administrative Assistant

2 weeks ago

Regina, Canada University of Regina Full time

Faculty/Department Information Services Unit IS-Administration 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**:
The primary purpose of this position is to provide a wide variety of administrative, clerical, and program support activities for Information Services.

Reporting to the Administrator of Information Services, this position also provides support to the senior executive members in Information Services. This position serves as the primary point of contact for internal and external stakeholders, often on complex and confidential issues. This position coordinates the provision of office and staff support services, and oversees and participates in the coordination, supervision, and completion of projects and events. This requires the incumbent to be able to effectively communicate with various stakeholders and provide technical and specialized information. This position provides guidance and assistance in managing the administrative activity of projects and processes and must make independent administrative decisions daily regarding conflicting situations and events. In addition, this position is required to serve on a variety of committees in a support role. Work is sensitive and confidential. This position will provide guidance, coaching, and direction to new support positions and may supervise and provide input into the evaluation of student employees.

Duties and Responsibilities:

- Serve as a primary point of direct administrative contact and liaise with other offices, individuals, and external institutions and agencies on a range of day to day issues;
- Responsible for scheduling and coordinating committee and staff meetings as well as compiling agendas and minutes;
- Assist with project development and planning to ensure more efficient service and organization of the office;
- Assist in the coordination, supervision, and completion of projects as appropriate;
- Coordinate and oversee the day to day management of supplies, equipment, and facilities for the unit, including maintenance, and inventory management;
- Compose and edit written documentation and correspondence; screen and evaluate incoming and outgoing correspondence and prepare responses as appropriate;
- Prepare statistical reports required by the Information Services;
- Schedule and coordinate the AVP and senior management team appointments and travel arrangements, and coordinate and oversee daily office activities;
- Gather, enter, and update data to maintain departmental records and databases; establish and maintain files and records;
- Order, stock, and distribute office supplies;
- Assist other units within the Information Services, as required;
- Coordinate with internal and external personnel for office moves and renovations; and,
- Perform other related duties as assigned.

Position Requirements

**Position Requirements**:
Grade 12 supplemented by the successful completion of a recognized business course combined with a minimum of five years’ progressively responsible experience preferably in a university environment. An equivalent combination of education, training, and experience may be considered.
- Demonstrated knowledge of and skill in the use of Microsoft Office (Word, Excel, Access, and GroupWise) and complex databases such as Banner, FAST, and CASPUR;
- Experience in records management and tracking of information;
- Ability to deliver excellent customer service;
- Ability to create, compose, and edit written materials;
- Ability to communicate effectively, both verbally and in writing;
- Ability to understand and execute oral and written instructions;
- Ability to work independently with mínimal supervision;
- Skill in the use of basic office equipment;
- Knowledge of University policies and procedures;
- Knowledge of supplies, services, and equipment ordering and inventory control;
- Ability to make administrative and procedural decisions on sensitive and confidential issues;
- Ability to effectively train and supervise others in technical procedures, techniques, and job
- related skills;
- Demonstrated knowledge of generally accepted accounting principles, procedures, and processes;
- Ability to plan, develop, and coordinate multiple projects;
- Strong interpersonal skills to establish and maintain cooperative working relationships with staff, the general public, external consultants, contractors, and vendors;
- Ability to organize multiple tasks while maintaining accuracy and attention to detail and meet deadlines;
- Ability to identify and report unsafe acts, workplace hazards, and incidents that result (or could result) in injury, illness, or environmental damage; and,
- Ability to work and encourage others to work and act safely.

Physical Demands Pay Grade CUPE Phase 5 Salary Range $52,561.60 - $70,961.80 Annually Status

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