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CLERICAL ASSISTANT (DEPARTMENT ADMINISTRATIVE ASSISTANT )

Primary Purpose: The primary purpose of this position is to be the administrative lead for the department and provide high-level administrative support to the department head by ensuring effective and efficient operations. The administrative assistant will provide coordination of the administrative work and provision of information to department members. This position will be required to work with colleagues in other departments in the college to support the delivery of the programs and relevant activities to achieve strategic goals by leading, planning, coordinating and monitoring the delivery of operational services.

Nature of Work: The incumbent reports to the Department Head of Electrical and Computer Engineering and operates in a diverse and highly active office environment with multiple competing demands and very strict deadlines. Problems are complex and solutions require analysis and planning to resolve.

The incumbent is expected to operate independently, use sound judgment to make decisions and provide information to all members of the department. Prompt, complete, and accurate work is extremely important to mitigate financial and reputational risks. This position is expected to mitigate and assist in resolving conflicts within their department.

This position will work as a team player and mentor junior administrative staff in the college and ensures a collaborative administrative team across the college. This position is expected to make improvements to the work and working environments and will set the priorities for administrative workflow across the departments.

Specialized, professional and complex communications with a range of stakeholders is required in order to maintain important relationships on behalf of the department and the college.

Typical Duties or Accountabilities:

  • The position is expected to remain apprised of any changes made to institutional policies and procedures and implement such changes to Department and College policies and procedures.
  • Provides high quality administrative support, including the strategic management of the department head's schedule and priorities accurately and confidentially using highly developed judgment and decision-making skills;
  • Develops briefing material for high impact meetings for the department head in advance;
  • As the administrative lead for the department, performs triage including assessing risk, responding to, or referring/assigning, a broad spectrum of people and issues across all levels of the college as appropriate;
  • Leads and manages special projects and administrative processes associated
  • Gathers metrics, performs research and analysis, and drafts business documents;
  • Administer and coordinate human resource and faculty relation processes, working with confidential and sensitive information and escalating appropriately as required;
  • Provides accurate and timely budgets, financial forecasts, budget oversight, and financial reports and escalating as required;
  • Supports committees and meetings, ensuring all material is prepared and distributed in advance reflecting the purpose and scope of the meeting, and follows up on action items;
  • Liaises with academic and administrative units both within and external to the College as required by assigned tasks and projects;
  • Liaise with staff regarding timesheets and absence management on behalf of the department head, including approval of timesheets per university pay cycles;
  • Supports the career engagement model within the department;
  • Provides cross coverage support to other departments;
  • Other duties as assigned.

Qualifications

Education: A grade 12 diploma and relevant post-secondary education (degree or diploma) is required.

Experience:

  • A minimum of 8 to 10 years of relevant experience including coordination experience is required.
  • Possesses advanced experience resulting in high proficiency in current Microsoft Office suite and has experience working with large databases.

Skills:

  • Exercises sound judgment 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;
  • Models a positive, productive, and collaborative work environment in the team
  • Shares knowledge appropriately to allow fully informed decision making by colleagues and senior members of the department and college;
  • Projects high standards of professional integrity and proficiency in all aspects of administrative, financial and HR activity;
  • Demonstrates effective interpersonal and communications skills - both written and verbal;
  • Possesses effective organizational and time management skills;
  • Works both independently and as an effective team member;
  • Maintains the ability to learn new tasks in a fast-paced environment; and
  • Demonstrates an ability to deal effectively with multiple priorities that originate from a variety of sources while maintaining attention to detail.

Department: College of Engineering-DnOffce

Status: Permanent

Employment Group: CUPE 1975

Shift: 8:30-4:30pm Monday to Friday

Full Time Equivalent (FTE): 1.0

Salary: The salary range, based on 1.0 FTE, is $32.23 - 43.51 per hour. The starting salary will be commensurate with education and experience.

Salary Family (if applicable): Operational Administrative

Salary Phase/Band: Phase 6

Posted Date: 10/20/2021

Closing Date: 10/26/2021

Number of Openings: 1

Remote Status: No - Position is required to work on-site

The successful applicant will be required to provide the following current verification(s) where 'Yes' is indicated below. Further information is available at: https://careers.usask.ca/tips-for-applying.php

Criminal Record Check: Not Applicable

Driver's License and Abstract Check: Not Applicable

Education/Credential Verification: Not Applicable

Vulnerable Sector Check: Not Applicable

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The University believes equity, diversity, and inclusion strengthen the community and enhance excellence, innovation and creativity. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation in order to participate in the recruitment process, please notify us and we will work together on the accommodation request. The University of Saskatchewan's main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.

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