Administrative Coordinator – Office of Vice Dean Indigenous Health

4 weeks ago

Saskatoon, Canada University of Saskatchewan Full time

Administrative Coordinator – Office of Vice Dean Indigenous Health

The Office of Vice Dean Indigenous Health (OVDIH) is a unit within the Dean’s Office at the College of Medicine whose social justice mission is to humbly walk alongside all people of SK and the College of Medicine towards equitable health, well-being, and belonging; seeking truth and justice now and for the future generations. We build and challenge the capacity of the College of Medicine community to enhance the skills, attitudes, and education necessary to support the citizens of Saskatchewan so they can grow and thrive. 

The office supports a coordinated approach to community engagement for priority projects of the college and works collaboratively across the college and provincial health system to ensure the high-level aspirations of the college and departments related to Indigenous Health, Equity, Diversity and Inclusion and Social Accountability strategy are met. The office also works closely with the new Department of Indigenous Health and Wellness (DIHW) to help set up and grow the department in a sustainable and good way. Indigenous-led establishment of partnerships through respectful Indigenous community engagement protocols that reflect the diversity of the population, building access to networks of community partners, and determining respectful sustainable resource strategies, will be the distinctive work of the office and department. As well, the office works with the DIHW and others internally and externally to uplift Indigenous concepts, methodologies, and pedagogies.

Primary Purpose:  To provide high-level administrative support to the physician and administrative leads of OVDIH portfolio of work (Indigenous health, social accountability and EDI) and it’s mission to humbly walk alongside all people of SK and the College of Medicine towards equitable health, well-being, and belonging; seeking truth and justice now and for the future generations. The position will also support the effective operation and booking of the Good Medicine People (GMP) space in the health science building; serving as the first point of contact with our faculty, students, staff and community members who utilize the office and cultural space. 

Nature of Work:  Reporting to the Manager, OVDIH and working closely with the physician and administrative leads, the coordinator is part of a collaborative, agile and cross-functional provincial team that supports the OVDIH team in facilitating the delivery of the indigenous health, equity, diversity and inclusion and social accountability strategy within the College of Medicine.

Considerable discretion is required as the position is privy to, and works with, sensitive, highly confidential information including but not limited to confidential labor relations information and confidential personnel files and human resources information. In conjunction with the Manager, OVDIH, this position is the first contact point and resource for queries, concerns and issues incoming to the Vice Dean’s portfolios and provides expert triage in dealing with, or referring a broad spectrum of issues across all levels of the portfolio. Establishing and maintaining a high-level of professional relationships, internal and external, that support exceptional collaboration and problem solving, and the ability to exercise professional judgement to make recommendations and decisions regarding issues or special assignments is essential. This position works under pressure with limited general supervision in a fast-paced and high-volume office; dealing with competing deadlines, multi-tasking and an environment of constant change is expected.  Full discretionary decision-making is often required and judgement is used to determine the appropriate guidelines, and procedures. Impact of error is high as the position is solely responsible to ensure day to day work is completed accurately and information provided to others, both on and off campus, is correct.  This position will regularly interact with a diverse group of individuals including physicians, faculty, staff, and learners.

Typical Duties or Accountabilities: 

Effectively representing the OVDIH in all contacts, ensuring the appropriate tone and interest are projected, dealing with issues and concerns, solving or referring problems as they arise. Ensures communications from the OVDIH to Indigenous community members and leaders are conducted in a respectful and effective manner. Ensure efficient, accurate, and confidential support to the physician and administrative leads and Manager including: developing agendas and background material; conducting research, analyzing materials and producing and/or participating in the development of reports and papers; preparing meeting summaries, background papers, and correspondence. Provide comprehensive administrative support to the physician and administrative leads including calendar management, meeting coordination, and distribution of agenda and minutes. Contribute to building connections between Indigenous communities, community-based organizations and businesses that are beneficial to the success of the Indigenous Health strategy, and to organize their participation with the OVIDH programing, services, and events. Build and maintain a database of community contacts and partners. Support the coordination of cultural programming utilizing the GMP Space, including but not limited to cultural programs, events and celebrations dedicated to supporting OVDIH initiatives. Support the OVDIH in the organization of cultural, artistic and scholarly presentations, performances, and events within the Good Medicine People space, coordinating and supporting various programs, services and events. Coordinating the booking of and access to the Good Medicine People (GMP) Space and timely and effective follow-up of decisions and operational issues related to this space.  Coordination of elders, knowledge and story keepers, and community experts within OVDIH programs, services and events who are reflective of the cultural diversity found within Saskatchewan. Collaboratively determine content and stories about OVDIH priorities and events that contribute to building the profile and enhancing the reputation of the college.  Manage the social media and website updates. Provides high quality administrative support for the OVDIH committees, the delivery of projects and smooth functioning of the Vice Dean’s portfolio including but not limited to coordinating IT and equipment needs for the office, attending meetings and preparing relevant minutes for accurate records of decision and action items and providing support to complete action items; ensuring access to all administrative equipment, rooms keys and supplies needed for staff to complete their duties; prepare submission for invoice payments, PCard transactions and other financial requests based on USask policy and procedures; assist with the process of recruiting and interviewing contractors, faculty and staff. Provide guidance to clerical staff, including but not limited to, delegating responsibility and providing mentorship as required.  Identifying, monitoring and articulating, in a timely and judicious manner, critical action items and briefing the necessary people on developments related to those issues. In collaboration with the Vice Dean’s administrative coordinator, ensure appropriate coverage of administrative staff within the OVDIH. Interacting collaboratively with the leadership team, staff, senior administrators, other campus units, and other organizations or individuals from outside the University in identifying issues, solving problems and making decisions. Effectively managing assigned projects from beginning to end (including research, analysis, budget management, coordination and implementation), establishing and maintaining the required collaborative relations and putting them to best use in achieving desired outcomes. Ensuring priorities and deadlines are met, correspondence and documentation are handled efficiently, accurately and confidentially. Using judgment, confidentiality and discretion when handling sensitive issues. As a member of the OVDIH team, participate in regular meetings, planning and strategy sessions and contribute to a team culture that encourages both individual and team accomplishments and successes Contribute to creating a welcoming environment for all people, respectful of the space, Indigenous communities and individuals.  Other duties as assigned to support the ongoing operations, strategy implementation and innovations in the OVDIH 

Education:  Completion of an undergraduate degree in business administration, education, or health related discipline. A combination of education and experience may be considered.
 
Experience: Three to five years related experience preferably supporting senior leaders in a medical education setting and demonstrated working knowledge of the University of Saskatchewan, College of Medicine and Saskatchewan Health Authority is required. Experience working in a diverse and inclusive work environment is required. Proven ability to work independently and collaboratively in a high functioning confidential team environment with a demonstrated commitment to ongoing program development is an asset. Supervisory experience is an asset. Experience fostering effective relationships with internal and external partners and stakeholders. 
 
Skills:  Excellent organizational skills; demonstrated ability to pay attention to detail and handle highly confidential and sensitive information with accuracy, and exemplary interpersonal and written and verbal communication skills enabling effective interaction with a broad range of university units and external partners. The ability to function in a high volume setting with numerous and competing demands and deadlines while maintaining a high degree of efficiency and accuracy. Demonstrated ability to efficiently prioritize, work independent and as part of a team, as well as manage multiple projects simultaneously with imposed deadlines. Ability to exercise initiative and sound judgement, including ability to recognize and anticipate issues in order to deal with them proactively. Proven ability to work with a courteous and professional demeanor with limited general supervision and ability to manage interactions with tact, discretion, confidentiality, and sensitivity; Possess an energic, enthusiastic and positive attitude towards work. A high level of proficiency using Microsoft applications, Power PDF Advanced software and USask specific software and systems. Must be willing to travel.
 

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