Graduate Programs Clerical Assistant

**Graduate Programs Clerical Assistant, Administrative Support Group/Computer Science**:
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 administrative support for the graduate programs in the Department of Computer Science, promoting a positive in-program experience for graduate students. The Department of Computer Science has the largest thesis-based graduate program on campus, with approximately 150 students currently in program.

**Nature of Work**: This position is a member of the Administrative Support Group (ASG) and reports directly to the ASG Graduate Programs Administrative Coordinator, with oversight from the ASG Manager; accountability for day-to-day activities is to the Department Head or delegate. This position will work closely with the Graduate Programs Coordinator in the department, and also with the Department Head, Graduate Chair, and Graduate Committee. This position interacts regularly with faculty, and is the primary contact for current and prospective students. As part of the departmental team of staff, this position works closely with the Operations and Programs Manager and other clerical staff in the department. This position maintains a productive and professional relationship with the College of Graduate and Postdoctoral Studies. The work is diverse in nature and requires a good understanding of graduate programs and a variety of administrative tasks. The position exercises decision-making in accordance with established policies, bringing unusual situations to the attention of the Graduate Programs Coordinator. All work is to be carried out in adherence with established University, College of Arts and Science, and College of Graduate and Postdoctoral Studies policies and procedures.

**Typical Duties or Accountabilities**:

- ** **Working with the Graduate Programs Coordinator, this position:

- Manages admissions, deferrals, and acceptances.
- Fields a high volume of inquiries from current and potential students and faculty.
- Maintains student lists and files.
- Serves as a resource regarding University and College of Graduate and Postdoctoral Studies policies and regulations.
- Assists with graduate program administration as required:

- Provides assistance with departmentally-organized orientations and other graduate student events.
- Completes data entry of progress reports and advisory committee memberships, and provides assistance with entry for programs of study.
- Assists in the coordination and preparation of paperwork for defences.

Other related duties may be assigned by the department or by ASG leadership, in consultation with the department head or delegate.

**Education**: Completion of Grade 12 and the successful completion of an administrative assistant course through a recognized business college. An equivalent combination of education and experience may be considered.

**Experience**: Three to five years of office experience is required, preferably in a university setting. Knowledge of College of Arts and Science, College of Graduate and Postdoctoral Studies, and University of Saskatchewan policies and procedures would be a definite asset.

**Skills**: Demonstrated strong organizational, time management, and relationship building skills; proven ability to work in a setting with a high volume workload, and to manage multiple projects with competing demands and deadlines; ability to maintain meticulous attention to detail and ensure accuracy; demonstrated professional maturity, judgment and decisiveness; ability to be self-directed and take initiative; ability to work independently as well as collaboratively; effective interpersonal and communication skills, both written and verbal; proven ability to handle interaction with tact, diplomacy and intercultural sensitivity, and the ability to maintain confidentiality; proven ability to coordinate projects; demonstrated ability to interact effectively with internal and external stakeholders; and demonstrated strong computer skills including keyboarding and proficiency with Microsoft Office Suite (Word, Excel, Outlook), PAWS, and other university systems, such as RMS, Sirius Plus/Banner, Crystal Reports, DMS and Degree Works.
- Inquiries regarding this position can be directed to Sharla D