Clerical Assistant, Department of

**Clerical Assistant, Department of Biology/Administrative Support Group**:
The College of Arts and Science consists of twenty-one departments spanning the natural and physical sciences, the social sciences, and the humanities and fine arts. Several institutes, centres, and interdisciplinary programs are also part of the college, which occupies fourteen buildings across campus. The college has approximately 300 faculty, 150 staff, and 9,000 students, with annual expenditures of nearly $100-M across more than 2,000 funds. The Administrative Support Group (ASG) provides clerical and administrative support in the areas of finance, graduate support, collegial processes, faculty recruitment, sessional postings, and other department
- and program-specific duties for many departments and programs in the College of Arts and Science.

**Primary Purpose**: To provide day-to-day clerical and administrative support for the Department of Biology in the College of Arts and Science.

**Nature of Work**: Reporting to the Administrative Support Group Manager, College of Arts and Science, and as a member of the Administrative Support Group, this position provides clerical and administrative support in a busy office environment. This position is responsible for providing telephone and office reception for the main office serving a large science department of faculty, staff, graduate students, additional research personnel and undergraduate students. Effective and accurate exchange of factual information and the referral of issues and information to others is required. This position also provides secretarial services to faculty, sessional lecturers and staff. All work is to be carried out in adherence with established College of Arts and Science policies and procedures.

**Typical Duties or Accountabilities**:Responsible for day-to-day clerical and administrative support for the Department of Biology:

- Distributing mail;
- Receiving deliveries and coordinating pickup by individual lab groups;
- Coordinating printing of midterm and final exams, storing exams properly, and ensuring they are destroyed in accordance with the U of S records retention policy;
- Organizing and scheduling undergraduate advising appointments;
- Processing and tracking requests for Access and Equity Services and deferred exams;
- Maintaining electronic files of course syllabi;
- Administering undergraduate student evaluations of faculty/sessional teaching as directed;
- Maintaining and updating the departmental contact lists and website;
- Assisting with the coordination of the weekly seminar and annual graduate student symposium;
- Assisting with faculty, student, and staff physical and electronic building access;
- Other office duties as required, including, but not limited to:

- Scanning or typing documents;
- Keeping the main office and photocopier room organized and properly supplied;
- Coordinating mail-outs;
- Arranging and scheduling meetings and meeting rooms;
- Maintaining and updating public LCD monitors;
- Managing printing requisitions; and,
- Maintaining the photocopiers.

This position is a liaison between the department and the ASG, and routinely shares work as appropriate with members of that group. As part of the ASG, this position provides clerical support to the department while remaining an integral part of the central unit. This position supports other departments in the College of Arts and Science, providing coverage and relief, as assigned by the ASG manager, in consultation with the Department of Biology.

**Education**: Completion of Grade 12 and the successful completion of a one-year secretarial or office administration course through a recognized business college. An equivalent combination of education and experience may be considered. Knowledge, understanding, and acquired work experience in an office and university setting are assets.

**Experience**: At least one year of relevant secretarial/clerical experience, preferably in a university setting. Proficient typing and computer skills with competence in Microsoft Word, Excel, and Adobe Professional or Power PDF.

**Skills**: Excellent interpersonal, communication, organizational, and time management skills; demonstrated ability to work independently with mínimal supervision; proven ability to work effectively as a team member or demonstrated ability to work collaboratively or as part of a group or a team; proficient typing and computer skills with proficiency in Microsoft Word, Excel, and Adobe Professional or Power PDF; willingness to train on new systems; attention to detail; knowledge of (or experience with) university core business systems (UniFi, PAWS,SLEQ) would be considered assets.
- Inquiries regarding this position can be directed to Sharla Daviduik at (306) 966-8711._

**Department**: A&S Admin Support Group
**Status**: Term 12 months with the possibility of extension or becoming permanent
**Employment Group**: CUPE 1975 - Restricted
**Shift**: Schedule to