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Graduate Commons Clerical Assistant, College of Engineering

2 months ago

Saskatoon, Canada University of Saskatchewan Full time

Graduate Commons Clerical Assistant, College of Engineering

Primary Purpose: To provide administrative support for the seven graduate programs in the College of Engineering, promoting a positive in-program experience for all graduate students. This includes providing high quality support and assistance in planning for administrative processes to ensure effective and efficient operations to enhance the student experience and the overall academic mission of the College of Engineering.

Nature of Work: The position is a member of the graduate commons team and reports directly to the Manager, Student Services in the College of Engineering. The position will receive direction from multiple stakeholders in the college; working closely with graduate chairs and faculty and is the primary contact for current and prospective students. The position is expected to coordinate their workflow within the graduate commons team and independently decide which processes to use to assist in achieving objectives.

This position will be responsible for working directly with the Manager, Student Services, or other key stakeholders on special projects and initiatives. This part of the position requires advanced technical skills and the ability to collaborate with other professional and administrative staff, and academic leaders internal and external to the college. This position is expected to maintain a productive and professional relationship with the College of Graduate and Postdoctoral Studies. 

This position will operate in a diverse, complex, and often highly active office environment with multiple, competing demands and very strict deadlines. Continuous change, shifting priorities, and frequent interruptions are the norm. The volume of work will fluctuate through the year. The expectation is that work volume can be completed in a normal workday and the level of stress is moderate, with higher levels of activity anticipated during higher volume periods. The incumbent will be expected to plan workflow around these deadlines, peak periods, and unexpected situations.

Impact of error is high as the position is responsible to ensure day-to-day work is completed with the highest degree of accuracy. Prompt, complete and accurate work is extremely important to mitigate risks associated with supporting students through the life cycle of their degree, accreditation, safety, finance and overall reputation.

The incumbent is expected to operate independently, use sound judgment to make decisions, and provide accurate information to all relevant stakeholders. Decisions are made based on established policies and procedures, with assistance provided by professional staff or academics when interpretation is required or when complex issues arise. The incumbent is expected to remain current and well versed in policies and procedures related to their position.

This position is expected to adapt and modify known practices to solve problems and achieve goals. The incumbent is expected to make recommendations to the work or work environment and is expected to contribute to policy and process improvement.

Typical Duties or Accountabilities: Provide administrative support for all aspects of the graduate programs in the College, from pre-application through to convocation including activities such as:

Provides information about the graduate programs to potential applicants Receive and process applications to the graduate programs (logging material received, corresponding with applicants, adjust applicant information, etc.) Process admission deferral requests for graduate students Administer program transfers Manage and facilitate the onboarding and exiting processes for graduate students (including, but not limited to, desk space assignment and safety training record keeping) Initiate, coordinate, and maintain records for programs of study for each individual graduate student (including personalized program of courses, advisory committee membership, committee meeting dates, minutes, reports) Process course registrations Coordinate and manage graduate program processes ( pre-defense, thesis defense, qualifying exams, comprehensive exams, candidacy assessments) Meeting, seminar, course, advisory committee, defense, and/or orientation coordination and support Manages correspondence and other documentation for the graduate programs Assists with scholarship applications such as 75th Recruitment Scholarship, Dean’s Doctoral Scholarship, etc. Manages grade entry, class permissions, and class lists Ensuring data/content on website (USask and college) is current and inform changes to applicable parties Updates the graduate handbook to align with institutional policy and academic process Manage additional special projects and responsibilities as assigned

 Serve as the primary point of contact as a member of the graduate commons team for all graduate students in the college by providing effective and professional support including activities such as:

Ensures that all communication and interactions with students, faculty, staff, and the public are accurate, timely and courteous. Emphasizes customer service and the accurate exchange of technical and factual information Remains apprised of the resources and support programs available on campus for graduate students Remains apprised of current CGPS policies and procedures, updating the graduate chairs and other faculty as necessary Adapts established methods and practices to solve problems; discusses difficult or anomalous issues or problems with the faculty supervisor to determine appropriate solutions Completes work within established deadlines, by ensuring a clear understanding of the required deadlines, effectively setting work priorities and collaborating with others when appropriate Works effectively and cooperatively with others and consciously applies team skills to support the goals of the team Documents and updates all policies, processes and procedures, and follows them according to established standards This position may support other areas in the college by providing coverage and relief

Education: Successful completion of grade 12 and an administrative assistant diploma from a recognized post-secondary education institution. A relevant post-secondary education will be considered.

Experience: A minimum of five years of relevant experience in an office with complex policies and procedures with a minimum of three years of experience in a post-secondary educational institution is required. Experience in a University setting supporting administrative processes for graduate studies would be ideal.

Skills:

The following soft-skills are required for this position:

Possesses high standards of professional integrity and proficiency in all aspects of operations Maintains confidentiality and handles sensitive matters diplomatically while exercising sound judgement and discretion Shares knowledge appropriately to allow fully informed decision making by colleagues and senior members of the unit and college Works both independently with minimal supervision, and as an effective team member Develops and maintains collaborative, professional working relationships with key stakeholders, both within and external to the college, to exchange accurate information, initiate planning, coordinate projects, and resolve crises Demonstrates an ability to deal effectively with multiple priorities that originate from a variety of sources with competing deadlines while maintaining attention to detail and ensuring accuracy Possesses effective organizational and time management skills Maintains the ability to learn new tasks in a fast-paced environment Exercises sound judgement in decision-making and problem solving to ensure priorities and deadlines are met Takes initiative to move beyond completion of assigned tasks to plan for future requirements Demonstrates the ability to communicate effectively – both in writing and verbally – with a diverse population of faculty, staff, and students in a professional, responsive, pleasant and effective manner.

The following technical-skills are required for this position:

Advanced proficiency using the most current Microsoft Office suite, particularly Word, Outlook, and Excel Advanced proficiency using the most current PDF software Proficiency working with social software programs Advanced proficiency inputting and retrieving data from databases, experience using university specific databases will be considered an asset