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Job Details

Clerical Assistant, Undergraduate Medical Education (req4937)

The University of Saskatchewan values diversity, and Indigenous engagement is a strategic priority.

Department: College of Medicine
Location: Saskatoon
Status: Term, up to 12 months, with the possibility of extension
Employment Group: CUPE 1975
Shift: Monday - Friday, 8:30 - 4:30
Full Time Equivalent (FTE): 1.0
Salary Information: The salary range, based on 1.0 FTE, is $22.00 - 29.00 per hour (Operational Services/Phase 4). The starting salary will be commensurate with education and experience.
Posted Date: 9/11/2019
Closing Date: 9/24/2019
Number of Openings:

Primary Purpose: To provide administrative support for the Medical Education program within the College of Medicine.

Nature of Work: Reporting to the Clerkship Administration Coordinator, UGME for daily tasks; with accountability to the Manager UGME, this position is an integral part of an administrative team. This role provides additional support to clerical staff in clinical departments at peak periods to ensure day to day administrative tasks are completed for Clerkship. The incumbent will work in a fast paced environment and have the ability to work independently as well as part of a team while maintaining confidentiality.  This position is driven by constant deadlines, continuous changes and shifting priorities. This position works independently with moderate supervision and day to day guidance from the Clerkship Administrative Coordinator. This position primarily supports clerkship but will be cross trained to provide support to other areas.

Typical Duties: This position supports all clerical aspects of UGME including drafting, distributing and collecting documentation and correspondence, including, but not limited to, collecting student documentation, compiling and drafting agendas, completing meeting minutes, preparing action items, ensuring action items are completed  and tracked, collecting student forms and evaluations, tracking courses and faculty and also invigilating exams. This position interacts with and responds to requests from internal and external stakeholders while also acting as a resource for faculty, students and department administrative assistants. This position also schedules appointments, classes, small group seminars, meetings, and ensures the necessary technology, catering, and space is provided. This position supports orientation, rotation scheduling, courses, and other events as necessary. This position collates information, maintains databases and tracking which may include student attendance, such as vacation, sick and educational leaves, as well as course completion and assessments. This position processes payments and payroll, as necessary, completes general office duties and other duties as assigned. All work is to be completed in accordance with UGME and College processes with adherence to accreditation standards.

Education: Completion of Grade 12 and a recognized post-secondary administrative assistant program is required and training in medical terminology is an asset.

Experience: Three to five years of related experience. Proficiency with databases, Microsoft Office Word and Excel is required. Knowledge of University processes, including Unifi (financial software), AboutUS (HRiS), One45 (curriculum management software), Blackboard, SharePoint, and SiRIUS would be an asset.  Experience working and collaborating in a diverse and inclusive environment is required.

Skills:  This role requires highly effective interpersonal skills coupled with the ability to develop and maintain working relationships with coworkers. Also the ability to prioritize and function in a demanding setting with numerous, often competing deadlines; excellent verbal and written communication skills; ability to interact effectively   with students, faculty and other staff, handling interactions with professionalism (tact, discretion, confidentiality and cultural sensitivity); meticulous attention to detail; ability to recognize and analyze problems, to propose effective solutions and to refer issues to other staff as appropriate.  Success in this role requires balancing the ability to  work independently and as part of a team, recognizing both boundaries of the position, scope and opportunities for growth; following instructions, policies and procedures while exercising initiative; setting priorities and seeking assistance when needed.  Applicants should demonstrate efficiency with Microsoft Office Software, and would benefit from knowledge of University and College procedures.


The University of Saskatchewan is strongly committed to a diverse and inclusive workplace that empowers all employees to reach their full potential. All members of the university community share a responsibility for developing and maintaining an environment in which differences are valued and inclusiveness is practiced. The university welcomes applications from those who will contribute to the diversity of our community. The University must, however, comply with federal immigration requirements. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.