Clerical Assistant

**Clerical Assistant (Assistant to the Department Head)**:
**Primary Purpose**: The primary purpose of this position is to provide high-level professional and administrative services and support to the Department Head and Department, primarily, but not limited to, the areas of Human Resources, Collegial Processes, and Budgeting.

**Nature of Work**: This position serves as a valuable resource within the department and college on all administrative matters and is involved in every aspect of departmental administration, including collegial processes, faculty and staff recruitment, contracted services, department operating budget, and human resources matters. The nature of this position requires a high degree of organization, accuracy and careful handling of highly confidential and sensitive information. Independent decision making plays a major role in performing the duties of this position. A commitment to teamwork and positivity is essential, along with an ability to create and nurture positive working relationships. In particular, the incumbent will be required to share duties in a highly-integrated team environment, providing back-up and support to colleagues as required.

**Typical Duties/Accountabilities**:

- Human Resources: Organize and administer all details related to recruitment of faculty, staff, contracted services providers, interns, residents, and graduate students. Provide accurate and timely advice to new faculty, staff, interns and residents on departmental, college and university procedures. This includes working with HR Immigration to ensure timely completion of all steps of the Immigration processes.
- Collegial Processes: Organize and administer all aspects of the Department Renewals and Tenure Committee, Department Promotions Committee, and Department Salary Committee processes. Preparation of highly detailed and confidential minutes of meetings and forms related to collegial processes. Provide accurate advice and assistance to faculty preparing for renewal, tenure or promotion consideration.
- Department Operating Fund: Management and monthly reconciliation of department operating fund; monitor costs of labs and courses; provide recommendations and finalize annual budget, completion of on-line forms through Connection Point and Concur.

**Qualifications**

**Education**: A recognized post-secondary office administration program.

**Experience**: A minimum of five years experience in a University setting. A strong working knowledge of and familiarity with the University of Saskatchewan environment including recruitment, financial, and collegial processes and experience using the financial (Unifi) and human resource information (About-Us) systems would be valuable assets.

**Skills**: Exceptional organizational skills with the proven ability to work on multiple projects with competing demands to meet deadlines; demonstrated aptitude for successfully working in a team-oriented environment; demonstrated sound judgement, tact, discretion and professional integrity; exemplary interpersonal and communication (verbal and written) skills; strong attention to detail; ability to work independently, take initiative and anticipate future needs, issues and events; proven problem-solving abilities; conflict management skills, proficiency with Microsoft Office software; ability to prepare concise meeting minutes and interview notes. Medical Terminology is strongly preferred.

**This position is in scope of CUPE 1975.**
- Inquiries regarding this position can be directed to Dr. Cindy Shmon at 306-966-7086._

**Department**: Small Animal Clinical Sciences
**Status**: Term 12 months with the possibility of extension or becoming permanent
**Employment Group**: CUPE 1975 - Restricted
**Shift**: Monday to Friday 8am-4:30pm
**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**: 2/26/2025
**Closing Date**: 3/25/2025 at 6:00 pm CST
**Number of Openings**:1
**Work Location**:On Campus