Executive Assistant

**Executive Assistant**:
The Provincial Department of Emergency Medicine is an academic and clinical department within the College of Medicine, University of Saskatchewan, and the Saskatchewan Health Authority. As such, the Executive Assistant to the Provincial Head will provide support and build relationships within the context of large and complex organizations, including the University of Saskatchewan and the Saskatchewan Health Authority, and serve as a guide and resource to others who must navigate both environments.

**Primary Purpose**: This position will provide confidential and high-level support to the Provincial Head of Emergency Medicine within the Provincial Department of Emergency Medicine. The position will provide administrative support to allow the Provincial Department senior leadership to function effectively, aiding in all aspects of program management and keeping with the Department’s strategic priorities.

**Accountabilities**:
**Administrative**

Provides confidential, comprehensive, effective and efficient administrative support to the Provincial Head, Emergency Medicine 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 the assigned individuals complete action items
- 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 regularly.
- Oversee Department reports and website updates; initiates, collates, drafts, and finalises 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 supporting 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

**Supervisory**
- Supervision of Clerical Assistant(s) tasked with Provincial Department Administrative support
- 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
- Preparation of leadership contracts, renewals and payments

**Financial**
- Manages 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
- Manages capital equipment inventory and ensures purchasing guidelines are adhered to
- Prepares material needed to assist the Provincial Head with budget submissions related to the operations of the Department
- Facilitates all administrative work required for academic teaching payments, invoicing, and academic teaching payment reports
- Collaborates with the Manager to ensure effective management of the Department's operating budget and other financial accounts

**Education**: Completion of grade 12 is required. Successful completion of a business or administrative program is needed. Completion of a Project Management course would be considered an asset. A combination of education and experience may be considered.

**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**: College of Medicine - DnOffce
**Status**: 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**: 2/24/2025
**Closing Date**: 4/6/2025 at 6:00 pm CST
**Number of Openings**:1
**Work Location**:On Campus