Office Coordinator

2 weeks ago

Saskatoon, Canada University of Saskatchewan Full time

**Office Coordinator (Clerical Assistant) - Math and Stats/Admin Support Group**:
The College of Arts and Science consists of twenty-one departments spanning the natural and physical sciences, the social sciences, and the humanities and fine arts. Several institutes, centres, and interdisciplinary programs are also part of the college, which occupies fourteen buildings across campus. The college has approximately 300 faculty, 150 staff, and 9,000 students, with annual expenditures of nearly $100-M across more than 2,000 funds. The Administrative Support Group (ASG) provides clerical and administrative support in the areas of finance, graduate support, collegial processes, faculty recruitment, sessional postings, and other department
- and program-specific duties for many departments and programs in the College of Arts and Science.

**Primary Purpose**: To provide clerical and administrative support to the Department of Mathematics and Statistics, and to its Department Head, in the College of Arts and Science.

**Nature of Work**: Reporting to the Manager, Administrative Support Group (ASG), College of Arts and Science, and as a member of the ASG, this position provides clerical and administrative support for the Department of Mathematics and Statistics. This position works closely with the Department Head and Administrative Coordinator in the department to provide clerical and administrative support in a busy office environment. The work is diverse in nature and requires a good understanding of a variety of administrative tasks. The position exercises decision-making in accordance with established policies and procedures. The position establishes and maintains professional working relationships with a diverse group including students, staff, instructors, the University community and various stakeholders. All work is to be carried out in adherence with established College of Arts and Science policies and procedures.

**Typical Duties or Accountabilities**:
Responsible for day-to-day clerical and administrative support including:

- Effectively coordinating discipline-specific activities and projects in the department;
- Managing the course timetable and class builds;
- Assisting with preparation of calendar descriptions;
- Assisting with the hiring of sessional lecturers;
- Maintaining internal databases and filing systems;
- Signing out keys/equipment and distributing mail;
- Coordinating departmental initiatives;
- Processing course override forms for students;
- Coordinating and tracking the ordering of textbooks;
- Providing clerical support for the preparation and printing of quizzes, exams, and assignments;
- Administering student evaluations of teaching;
- Assisting with arrangements for guests to the department (booking hotels, etc.);
- Coordinating room bookings for events, classrooms, and labs;
- Providing additional support for payroll as needed and coordinating financial transactions for faculty; and,
- Other duties as assigned by the Department Head and ASG Manager where appropriate.

This position is a liaison between the department and the Administrative Support Group in the College of Arts and Science, and routinely shares work as appropriate with members of that group. As part of the Administrative Support Group, this position provides clerical and administrative support to the Department Head and department while remaining an integral part of the central unit. This position supports other departments in the College of Arts and Science, providing coverage and relief, as assigned by the ASG Manager.

**Education**: Completion of Grade 12 and the successful completion of an administrative assistant program through a recognized business college. An equivalent combination of education and experience may be considered. Knowledge, understanding, and acquired work experience in an office and university setting are assets.

**Experience**: Three to five years of office experience is required, preferably in a university setting. Knowledge of College of Arts and Science and University of Saskatchewan policies and procedures would be a definite asset.

**Skills**: Demonstrated strong organizational, time management, and relationship building skills; proven ability to work in a high volume setting and manage multiple projects with competing demands and deadlines; ability to maintain meticulous attention to detail and ensure accuracy; demonstrated professional maturity, judgment and decisiveness; ability to be self-directed and take initiative; ability to work independently as well as collaboratively; effective interpersonal and communication skills, both written and verbal; proven ability to handle interaction with tact, diplomacy and intercultural sensitivity and maintain confidentiality; proven ability to coordinate projects; demonstrated ability to interact effectively with internal and external stakeholders; and, demonstrated strong computer skills including keyboarding and proficiency with Microsof

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