Clerical (Executive) Assistant to The Provincial

**Clerical (Executive) Assistant to the Provincial Head**:
The Provincial Department of Medical Imaging is a clinical and academic Department in the College of Medicine, USask. This position will collaborate with their job-share colleague to ensure daily reception and administrative supports are provided to over 100 clinical and academic faculty, residents and department staff.

**Primary Purpose**:This position effectively provides administrative support to the Provincial Head and to the Manager, Finance and Administration to assist in the overall administrative activities of the Provincial Head’s Office. The Executive Assistant is the first point of contact for the Department and is expected to lead and foster a culture of belonging and engagement for learners, faculty and staff within the Department.

**Nature of Work**: The Executive Assistant reports to the Manager, Finance and Administration with day-to-day duties guided by the Provincial Head and Manager. This position provides support for the Provincial Head of the Department of Medical Imaging within the College of Medicine. A Provincial Headship involves leadership responsibilities at both the University of Saskatchewan (USask) and the Saskatchewan Health Authority (SHA) therefore this position provides support and builds relationships within the context of large and complex organizations, including the University of Saskatchewan and the Saskatchewan Health Authority, and serves as a guide and resource to others who must navigate both environments. The position works onsite in the Department and is responsible for reception and daily operations of the Provincial Head office and academic department.

**Typical Duties or Accountabilities**:
**Provincial Head Administrative Support**:

- Responsible for the day-to-day administrative support which includes collecting and distributing faxes and mail, arranging travel, booking meetings through the coordination of calendars and schedules, booking required spaces, procuring food, and reserving equipment i.e. videoconferencing, and ensuring necessary supplies are available for the department head office.
- Coordinate IT and equipment needs for the office, including ensuring IT software and equipment is updated and functioning.
- Prepare agendas and meeting minutes, track action items and timelines and ensure accountable parties are aware of the action items and timelines - For departmental meetings, Canada Research Chair searches, and committee meetings ex. Provincial Executive Committee, Departmental Research Committee, and Academic Council Committee
- Draft and distribute administrative letters, memos, and correspondence.
- Provide administrative support for collegial requests i.e., faculty assignments of duties, salary reviews, and annual reviews.
- Assist with collegial processes by collecting and submitting faculty CV’s forms and relevant dossiers.
- Assist the Provincial Head with faculty teaching appointments, renewals, promotions and tenures and administrative processes.
- Provide necessary background information on documents requiring signature or further decision making.
- Prepare and distribute the weekly schedule
- Coordinate departmental rounds (i.e., Grand Rounds, Journal Club), including scheduling, arranging presenters and ensuring all logistic details including effective functioning IT supports.
- Support Special Projects, ex. External Review, provide admin support in collecting academic/clinical activities throughout the department, drafting document for external reviewers, plan their visit, meals, travel etc.
- Create, collate and distribute the department’s annual report.
- Organize and facilitate department events.
- Prepare the Monthly call schedule and quarterly report for physicians’ after-hours coverage of the Medical Imaging Department.
- Create and distribute newsletters and other communications.
- Other duties as assigned i.e., cross coverage for Program Administrator to support PGME admin work, assist with onboarding of new staff, assist in developing new departmental process, etc.

**Support for Manager, Finance and Administration**:

- Prepare various financial service documents and assist faculty and staff with the University’s Concur system including obtaining access, providing support on the submission process, and ensuring the University expense guidelines are followed.
- Prepare submissions for invoice payments, PCard transactions and other financial requests based on USask policy and procedures.
- Ensure the responsible use of department funds that are aligned with USask financial policies.
- Address faculty, staff and Resident needs with respect to equipment, supplies and furniture
- Ensure all Departmental equipment is properly tagged and inventoried and disposing of surplus assets with regards to the proper administrative procedure
- Assist with staff recruitment and interview process
- Other duties as assigned

**Education**: Grade 12 and successful comple