Executive Assistant to The Provincial Head

**Executive Assistant to the Provincial Head**:
Primary Purpose: This position will provide confidential and high-level support to the _Provincial Head, Physical Medicine and Rehabilitation, _within the Provincial Department of Physical Medicine and Rehabilitation. 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.

**Accountabilities**:
Administrative Responsibilities
Provides confidential, comprehensive, effective and efficient administrative support to the Provincial Head, Physical Medicine and Rehabiliation including but not limited to:

- Strategically manage the Provincial Head’s calendar 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
- Initiates and keeps records of provincial Faculty appointments, renewals, evaluations, promotions and tenures
- Organizes and facilitates events, arranging all logistics while complying with university guidelines
- 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

Human Resource Responsibilities
- Collaborate with the Manager to facilitate hiring, on-boarding and off-boarding of all department employees
- Assist the Provincial Head with physician and faculty recruitment
- Assisting the Manager as needed with preparation of leadership contracts, renewals and payments

Financial Responsibilities
- Assisting the manager as needed with purchase orders, invoices, cheque requisitions, P-card procurement, journal vouchers, honorariums, etc. and required financial transactions for the provincial Department
- Provides effective administration of the Department’s financial resources under the direction of the manager
- Manages capital equipment inventory and ensures purchasing guidelines are adhered to
- Prepares material as needed to assist the Provincial Head and Manager with budget submissions related to the operations of the Department
- Facilitates 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 grade 12 is required. Successful completion of a business or administrative program required. 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. Experience working and collaborating in diverse and inclusive settings is required. 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.

**Skills**: Proficiency in Microsoft Office programs and virtual meeting platforms; Strong organization skills; Ability to work independently, as well as part of a team is essential; Effective use of judgment, confidentiality and discretion when handling sensitive issues; Effective verbal and written communication skills; Flexible and open to diverse views and ways of doing; Experienced ability to support strategic goals and recognize how short term tasks align with longer term goals.

**Department**: Physical Medicine & Rehabilitation
**Status**: Term 12 months with the possibility of extension or becoming permanent
**Employment Group**: ASPA
**Full Time Equivalent (FTE)**: 1.0
**Salary**: The salary range, based on 1.0 FTE, is $53,091.00 - 82,954.00 per annum. The s