Clerical Assistant, Graduate Program and Locum Coordinator

**Clerical Assistant, Graduate Program and Locum Coordinator**:
**Summary**:
**The clerical assistant (graduate program and locum coordinator) collaborates within a team of colleagues to support residency and internship programs, as well as coordinate locum placements in small and large animal clinical departments. Key responsibilities include supporting the operations of both internship and residency programs, maintaining compliance requirements with external matching program for intern and resident recruitment and coordinating all aspects of locum placements. This role supports recruitment, onboarding and offboarding processes, orientation events, and matching program logistics. Additionally, this position arranges travel logistics and supports expense and reimbursement tracking and processing. This role supports recruitment, onboarding and offboarding processes, orientation events, and matching program logistics. Additionally, this position arranges travel logistics and supports expense and reimbursement tracking and processing.

**Duties and Responsibilities**:

- Provides information and responds to inquiries from international interns and residents and directs them to university resources and support units.
- Organizes orientation week events in collaboration with internal partners.
- Monitors required licensing and maintaining records.
- Maintains accurate documentation of student records in alignment with college and university policy.
- Generates reports for accreditation bodies and internal stakeholders.
- Reviews and monitors graduate funding for interns and residents, reconciling funds with posted transactions.
- Serves as the primary point of contact for all locum placements withing assigned departments.
- Coordinates hiring processes including preparing and executing service agreements and contract documentation.
- Coordinates locum paperwork to verify that regulatory short-term licensing and work authorization documentation is maintained and escalating non-compliance.
- Arranges travel logistics such as hotel accommodations, and vehicle rentals.
- Reviews and complies with institutional risk management protocols such as driver authorization and license verification.
- Facilitates onboarding and offboarding processes such as systems access, keys, fobs, and parking.
- Provides support for locum-related expenses and reimbursements including invoice submission, purchasing card procurement and reconciliation, tracking expenditures, and assisting with reporting, remittances, and expense form requests.
- Provides additional support to other departmental administrative functions.
- Communicates and acts in a respectful and professional manner, collaborates effectively, abides by policy, and contributes to a positive and productive work and learning environment.
- Engages in continuous learning by participating in activities, training, and events related to Indigenous engagement, reconciliation, equity, diversity, and inclusion.
- Demonstrates respect and dignity for all members of the community, actively contributes to an environment of acceptance and inclusion of others and responds to different perspectives from a place of curiosity, respect, and non-judgement.
- Undertakes related duties, as assigned, consistent with the nature of the position.

**Qualifications**:

- An office administration diploma from a recognized program.
- Minimum of five years’ administrative experience in a university setting.
- Experience using financial systems including monitoring financial activity and processing transactions.
- Excellent organizational skills and attention to detail.
- Ability to work on multiple projects with competing demands to meet deadlines.
- Strong interpersonal and communication skills.
- Ability to take initiative and work effectively independently as well as collaboratively in a team environment.
- Sound judgement, tact, discretion, and professional integrity.
- Strong problem solving and conflict management skills.
- Ability to quickly gain proficiency in new technologies such as Zoom, About US, and Vet Net.

**Department**: Small Animal Clinical Sciences
**Status**: Term 2 years with the possibility of extension or becoming permanent
**Employment Group**: CUPE 1975
**Shift**: Mon-Fri, 8:00-4:30 with a scheduled EDO
**Full Time Equivalent (FTE)**: 1.0
**Salary**: The salary range, based on 1.0 FTE, is $28.72 - 37.60 per hour. The starting salary will be commensurate with education and experience.
**Salary Family (if applicable)**:Operational Services
**Salary Phase/Band**:Phase 5
**Posted Date**: 11/28/2025
**Closing Date**: 1/8/2026 at 6:00 pm CST
**Number of Openings**:1
**Work Location**:On Campus

The University of Saskatchewan aspires to be what the world needs and embraces equity, diversity and inclusion as foundational to excellence and innovation. We actively seek to create a welcoming environment where all individuals feel empowered to thrive, contribute, and grow. Applications fro