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Student Affairs Administrative Associate, College of Medicine
4 weeks ago
**Student Affairs Administrative Associate, College of Medicine**
**Primary Purpose**: The Student Affairs Administrative Associate provides critical administrative support to the Office of Student Affairs (OSA) team, facilitating its mission to advocate for and assist undergraduate students in the College of Medicine. This includes coordinating academic accommodations, managing program logistics such as Professional Learning Networks (PLNs), and ensuring timely access to internal and external resources for students.
**Nature of Work**: Reporting to the Student Service Director, UGME Program Manager (Saskatoon Campus), and Student Affairs Coordinator(s) (Saskatoon Campus), the position requires exceptional organizational skills and the ability to handle confidential information with discretion. The administrative associate serves as the first point of contact for medical students, providing administrative assistance and ensuring compliance with University of Saskatchewan policies. The role involves extensive collaboration with internal and external stakeholders and the provincial OSA Admin team to maintain consistency and comparability across sites.
**Typical Duties or Accountabilities**
**Student Support and Coordination**
- Triage student concerns and schedule appointments with OSA team members
- Assist with implementing accommodation plans by connecting students to appropriate resources
- Monitor and manage reports of mistreatment, discrimination, and harassment, ensuring follow-up on high-risk incidents
- Work closely with UGME and Access and Equity Services to support exam and clinical accommodations
- Provide timely information related to exam deferrals, absences, and leave of absence procedures
**Administrative and Operational Support**
- Serve as the primary administrative support for OSA operations, managing inquiries and correspondence through the Student Affairs inbox
- Schedule and coordinate meetings for students, staff, and stakeholders
- Maintain and organize confidential student files, including medical and academic records, in compliance with privacy policies
- Provide logístical support for OSA programs, including organizing events, booking venues, and managing budgets
- Assist with research and program development to enhance student wellness initiatives, using feedback and assessment tools to inform decisions
**Professional Learning Networks (PLNs)**
- Manage PLN correspondence and schedule meetings, taking minutes and booking videoconferencing as required
- Track PLN expenses, prepare reimbursements, and ensure accurate financial documentation
- Coordinate logistics for peer leader initiatives, including booking venues, securing supplies, and ensuring smooth event execution
- Maintain and update PLN materials on Canvas and other platforms
- Work may be required outside of the normal hours of operation/business
- Other duties as assigned
**Education**: Undergraduate degree in Health Care, Administration, Education, Social Work, Psychology, or related fields. A combination of education and experience may be considered.
**Experience**: 2-3 years of experience in a similar role, emphasizing administrative support in a diverse and inclusive environment. Proficiency with databases, Microsoft Office Suite, and tools like Canvas, One45, Maxient, Concur, and SharePoint is preferred.
**Skills**
- Strong organizational and multitasking abilities to manage complex administrative tasks
- Excellent interpersonal and relationship-building skills to interact effectively with students and stakeholders
- High attention to detail for handling sensitive information and financial records
- Advanced proficiency in database management, report preparation, and promotional material development
- Commitment to maintaining confidentiality and professional conduct
**Preferred Training**: Certification in Mental Health First Aid and suicide prevention (e.g., SafeTalk, ASSIST) is strongly recommended to support students effectively.
This position plays a pivotal role in ensuring the efficient operation of OSA services, including scheduling, communication, and logístical coordination. The associate’s administrative expertise supports seamless delivery of programs, enhances student experiences, and strengthens the College of Medicine’s commitment to academic and personal wellness.
- Inquiries regarding this position can be directed to Sherry Pederson at 306-966-6142_
**Department**: College of Medicine
**Status**: Term 1 year 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 $52,050.00 - 81,328.00 per annum. The starting salary will be commensurate with education and experience.
**Salary Family (if applicable)**:Specialist Professional
**Salary Phase/Band**:Phase 1
**Posted Date**: 12/13/2024
**Closing Date**: 12/19/2024 at 6:00 pm CST
**Number of Openings**:1
**Work Location**:May
