Clerical Assistant

**Clerical Assistant (Office Coordinator), Administrative Support Group**:
The College of Arts and Science includes 18 departments that span the natural and physical sciences, the social sciences, and the humanities; the college is also home to the School for the 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 specific duties for academic units and programs in the College of Arts and Science.

**Primary Purpose**: To provide clerical and administrative support as a member of the Administrative Support Group (ASG) in the College of Arts and Science.

**Nature of Work**: Reporting to the Assistant Manager, ASG Clerical Support, this position is embedded in and works closely with the Department Heads in the Departments of Philosophy and Languages, Literatures, and Cultural Studies. This position is part of a collaborative and agile team of administrative professionals. The work is diverse in nature and requires a good understanding of a variety of administrative tasks. The position exercises decision-making in accordance with established policies and procedures. The position establishes and maintains professional working relationships with a diverse group including students, staff, instructors, faculty members, the University community, and various stakeholders. All work is carried out in adherence to established College of Arts and Science and Departments of Philosophy and Languages, Literatures, and Cultural Studies policies and procedures.

**Typical Duties or Accountabilities**:Responsible for day-to-day clerical and administrative support for the department heads and the undergraduate chairs including:

- Effectively coordinating discipline-specific activities, initiatives, and projects in the departments;
- Assisting with course timetabling and class builds and with promotion of courses and programs
- Facilitating peer and student teaching evaluations;
- Processing special permissions for students;
- Supporting recruitment of faculty and coordinating hiring of sessionals;
- Assisting in the preparation of annual salary reviews and CV updates;
- Assisting in the preparation of documents related to collegial processes such as tenure and promotion;
- Providing support for departmental meetings;
- Coordinating events and guest visits;
- Facilitating external and internal communications, including web content, news, and notices;
- Assisting with coordination of financial transactions for faculty members;
- Maintaining internal departmental documents, databases, and filing systems;
- Signing out keys/equipment;
- Distributing mail; and,
- Other duties as assigned by the ASG Assistant Manager and the department heads where appropriate.

This position liaises between the departments and the ASG, and routinely shares work as appropriate with members of that group. As part of the ASG, this position provides clerical and administrative support to the department heads, undergraduate chairs, and departments 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 Assistant Manager.

**Education**: Completion of Grade 12 and successful completion of an administrative assistant course through a recognized business college. An equivalent combination of education and experience may be considered. A university degree is an asset, as are knowledge, understanding, and acquired work experience in an office and university setting.

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

**Skills**: Demonstrated strong organizational, time management, and relationship building skills; proven ability to work in a high volume setting and 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 to take initiative; ability to work independently as well as collaboratively; effective interpersonal and communication skills, both written and verbal; proven ability to handle interactions with tact, diplomacy and intercultural sensitivity and to maintain confidentiality; proven ability to coordinate projects; demonstrated ability to interact effectively with internal and external stakeholders; and demonstrated strong computer skills including ke