Executive Assistant, Department of Indigenous Health and Wellness

Executive Assistant, Department of Indigenous Health and Wellness The Department of Indigenous Health and Wellness (DIHW) at the College of Medicine is an Indigenous-led establishment of partnerships through respectful Indigenous community engagement protocols that reflect the diversity of the population while building access to networks of community partners and determining respectful, sustainable resource strategies. The DIHW works collaboratively with others internally and externally to uplift Indigenous concepts, methodologies, and pedagogies.  Primary Purpose: The primary purpose of the Executive Assistant role within the Department of Indigenous Health and Wellness is to provide confidential and high-level support to the Provincial Head or designate. The position will be instrumental in providing administrative support to allow the Provincial Department senior leadership to function effectively, aiding in all aspects of program management, in keeping with the Department’s strategic priorities. Nature of Work: Under the direction of the Provincial Head or designate, while reporting to the Manager, Finance & Administration of the Office of the Vice Dean of Indigenous Health, 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. Establishing and maintaining relationships that support collaboration and problem-solving, and the ability to exercise professional judgment to make recommendations and decisions with confidence, regarding issues or special assignments, is essential for success in this complex 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 and information provided to others, both on and off campus, is correct. The successful candidate will contribute to a positive, diverse and inclusive work and learning environment by actively engaging in mentoring, self-awareness learning opportunities, relationship building, and communication. Accountabilities: Administrative Responsibilities Provides confidential, comprehensive, effective and efficient administrative support to the Provincial Head or designate, including but not limited to: Strategically manage the Provincial Head or designate and physician lead’s calendars to ensure a balance between meetings and office/work time to address priority tasks Book meetings, venues, and information technology supports including WebEx, Zoom, Microsoft Teams and other platforms Prepare meeting agendas, accurately record minutes, track action items and timelines and ensure action items are completed by the assigned individuals Ensure priorities and deadlines are met, and that correspondence is handled accurately, efficiently, professionally and confidentially Arrange travel logistics, ensuring necessary approvals and expense reports are initiated Prepare, gather, save/file and relay confidential information and material on a regular basis Oversee Department reports and website updates; initiates, collates, drafts, and finalizes information Collaborates with the Office of Faculty Engagement in initiating and keeping records of provincial Faculty appointments, renewals, evaluations, promotions and tenures Facilitate effective communication between the OVDIH office, physician leads, department heads, and other interest holders Participate in relevant committees related to but not limited to the DIHW Organizes and facilitates events, arranging all logistics while complying with university guidelines, College policies and procedures, applicable regulations (CFPC) and accreditation standards as well as necessary collective agreements (RDoS) Assists with special projects as needed Works closely with both CoM and SHA to support strategic planning Initiates and oversees continuous improvement processes in support of strategic planning and efficient use of human and financial resources. Oversees Administrative Policies Oversees all central administrative responsibilities such as filing, facilities (Office assignment/furniture), staff onboarding needs, and equipment and logistics issues Other related duties as assigned Community Engagement Responsibilities In collaboration with the DIHW team, contributes to community engagement and relationship building – working with Indigenous communities and community-based organizations to ensure the department is guided by Indigenous knowledge, perspectives, and to ensure the voices of community members are elevated, respected, and incorporated. Supports the DIHW team in building connections between Indigenous communities, community-based organizations and committees that are beneficial to the success of Indigenous health Build and maintain a database of community contacts, partners, elders, knowledge and story keepers, and community experts Human Resource Responsibilities Provide guidance to clerical staff, including but not limited to, delegating responsibility and providing mentorship as required Collaborate with the Manager to facilitate hiring, on-boarding and off-boarding of all department employees Assist the Provincial Head and Physician Leads with physician and faculty recruitment Preparation of leadership contracts, renewals and payments Financial Responsibilities Manages purchase orders, invoices, cheque requisitions, P-card procurement, journal vouchers, honorariums, etc. and required financial transactions for the Department Provides effective administration of the Department’s financial resources Manages capital equipment inventory and ensures purchasing guidelines are adhered to Prepares material needed to assist the Manager and Provincial Head with budget submissions related to the operations of the Department Facilitates all administrative work required for academic teaching payments, invoicing, and academic teaching payment reports Collaborates with the Manager to ensure effective management of Department's operating budget and other financial accounts Qualifications: Education: Completion of a business or administration program, or health related discipline. Completion of a Project Management course would be considered an asset. A combination of education and experience will be considered. Experience: A minimum of two years’ experience providing confidential administrative support to senior level administrators within a fast-paced and highly dynamic office environment, preferably in an academic healthcare/university setting, is required. Evidenced experience working and collaborating in an Indigenous organization or community. Knowledge of the University of Saskatchewan and Saskatchewan Health Authority regulations and procedures would be an asset. Experience with UniFi, Banner, FAST, Concur and Crystal Reports would be an asset. Preference will be given to candidates with previous supervisor experience.