Clerical Assistant, University Library Dean's Office

3 weeks ago

Saskatoon, Canada University of Saskatchewan Full time

Clerical Assistant, University Library Dean's Office

As one of Canada’s leading research libraries, the University Library serves as the intellectual hub of USask, providing resources, services, and spaces that facilitate inquiry, discovery, and knowledge creation. The University Library is committed to developing welcoming, responsive, and accessible services and resources to support our diverse clientele, with a strategic focus on Indigenous peoples.

Primary Purpose: To provide administrative support to library-wide processes including supporting multiple committees. This position is welcoming and helpful, effectively routing and assisting all persons inquiring at our office.

Nature of Work: Reporting to the Administrative Coordinator, this position works directly with a diverse group of individuals including all library employees, other campus units, students, and the public. The professional image of the University Library must be presented by interacting knowledgeably and courteously with a variety of people while upholding high customer service standards. The required tasks are varied and moderately complex requiring sound judgment and the ability to prioritize. This position works collaboratively with other team members to assist in times of high volume. Continuous change, shifting priorities, and frequent interruptions are the norm. Impact of error is high as the position is responsible for ensuring day-to-day work is completed with the highest degree of accuracy. Discretion is required as the position is privy to and works with sensitive and confidential information. This position works independently, suggesting process improvements and adapting established methods and practices to solve problems with minimal guidance from the supervisor in determining appropriate actions for more complex tasks.

Typical Duties or Accountabilities:

Provide excellent front-line customer service in answering in-person, telephone and email inquiries and determining appropriate referrals within the library and across campus. Provide support to multiple committees including agenda support, minute taking, maintaining and posting documentation, and task tracking. Responsible for timely and accurate processing of financial transactions (such as paying invoices, preparing deposits, and receiving donations), ensuring appropriate, approved supporting documentation is attached, filed, and secured for review Purchase regular items such as office supplies for all library employees, ensuring appropriate items and proper approvals. Support general office duties including management of multiple email accounts, general website maintenance, document preparation, review and distribution, filing, data entry, courier arrangements, and scheduling meetings. Provide building facility support such as approving space booking requests, unlocking rooms, creating door access fobs, assigning lockers, and acting as back-up Key Custodian. Provide support and troubleshooting for library file management; specifically, the movement of operationally and historically significant documentation into closed files, updating the records inventory, and ensuring retention and disposition schedules are followed. Provide clerical support to the Administrative Coordinator as required. Stay current with procedures at USask and maintain detailed written procedures for recurring tasks. Participate in projects and other duties, as assigned.

Education: Completion of a one-year administrative assistant program from a recognized post-secondary institution or a combination of relevant education and experience.

Experience:

Relevant front-line administrative experience (3+ years) in a large institution, preferably in a university or government setting. Experience recording minutes in real time during meetings without recording devices. Experience working effectively in a high volume, high interruption, time sensitive environment and being continuously responsive. Experience with records management and data repositories, including digital, is an asset. Familiarity with technical library terminology and processes is an asset.

Skills:

A strong customer service aptitude featuring a professional, responsive, pleasant, and effective manner via phone, e-mail, and in-person. Demonstrated ability to organize work originating from a variety of sources, set priorities, meet deadlines, use initiative, and effectively handle interruptions. Demonstrated ability to work effectively in an evolving and innovative environment and to balance competing deadlines, priorities and tasks is essential. Demonstrated proficiency in all aspects of administrative work with meticulous attention to detail and consistency; proficient and accurate keyboarding skills (ideally 60+ wpm). Demonstrated exceptional interpersonal communication skills including, but not limited to – interpretation, retention, summarization, and application in both oral and written forms. Demonstrated ability to use judgment and apply effective investigative, analytical, and problem-solving skills. A strong technical aptitude with intermediate proficiency in the use of MS Office suite (particularly Outlook, Word, Excel), familiarity with video conferencing, web content management systems, cloud file-sharing, databases, and the ability to learn other software programs independently. Demonstrated ability to act with tact, diplomacy, and discretion and to always maintain confidentiality. Demonstrated ability to work independently as well as in a team environment and ability to develop and maintain collaborative, professional working relationships with colleagues. Reliable, dependable, and self-motivated with the ability to be flexible and responsive within an evolving and dynamic workplace.

Only applications that include a cover letter discussing your experience and strengths in relation to the accountabilities of the position, will be considered.

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