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Clerical Assistant (req4958)


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

Department: Native Law Centre 
Location: Saskatoon
Status: Permanent
Employment Group: CUPE 1975
Shift: Monday-Friday, 8:00 - 4:30
Full Time Equivalent (FTE): 1.0
Salary Information: The salary range, based on 1.0 FTE, is $32.00 - 43.00 per hour (Operational Services/Phase 6). The starting salary will be commensurate with education and experience.
Posted Date: 9/11/2019
Closing Date: Until Filled.
Number of Openings:
1

Primary Purpose: To provide confidential and high-level administrative and communication support to and for the Director and staff of the Native Law Centre. Has a positive mindset and engages in the growth and promotion of the Centre.  Prepare presentations, monitor and draft correspondence, proof-read and edit correspondence/reports and to strategically manage the Director’s schedule. The position is also responsible for providing administrative support to various committees and supervision of teaching assistants and students as required. The AA works closely with the Director to investigate and resolve issues, make recommendations and coordinates responses on behalf of the Director; communicates to the College on a variety of issues and initiatives; establishes timelines, workflow and collaborates with a wide range of stakeholders across the university as well as external organizations. The AA will manage the day-to-day operations of the Centre including human resources and finances. This position is the ambassador to the Centre as the first point of contact and therefore plays a key role in relationship building and maintenance of our programs and services promoting Indigenous peoples, culture, contributions and values.

Nature of Work: Reporting to the Director, this position interacts with a diverse group of individuals including all university employees, students, and the public. The incumbent exercises discretionary decision making and decisions according to established policies. The work encompasses a broad range of complex duties and processes that involve deadlines, peak periods, requires attention to detail, and manages situations that requires both the ability to work independently as well as part of a team within the Centre and within the College of Law. It is a high-volume position that requires the ability to work in a fast-paced environment, subject to multiple, conflicting deadlines and priorities, with frequent interruptions. Capacity to manage, oversee and promote our growing programs and services and the staff that work within those. Impact of error is high as the position is solely responsible to ensure work is completed accurately and information provided to others is correct. It is expected that the incumbent will have excellent interpersonal skills, attention to detail in maintaining records and correspondence. The work area is the public office area of the Centre. All Centre staff work independently in addition to working as a team to provide administrative services to the Centre. There will be, on occasion, a requirement to attend meetings after regular business hours. 

Typical Duties or Accountabilities:

  • Provides effective administrative and communication support for the Director such as presentations, monitoring and drafting correspondence; strategically managing the Directors schedules and proof-reading and editing reports
  • Provides effective and efficient committee support to the Director
  • Provides guidance and feedback and supervision of students and teaching assistants as required
  • Manages day-to-day operation of the Centre including human resources and finances
  • Provides administration for the overall Centre and visitors/guests
  • Ensures work performed is completed within deadlines, by ensuring a clear understanding of the required deadlines and effectively setting work priorities
  • Ensures the timely and judicious articulation of issues about which the Director or leadership team needs to be aware
  • Prepares appropriate, clear, accurate and timely communications, both written and verbal, for the intended audience
  • Ensures the Director and Centre are effectively represented in all contacts, ensuring that the right tone and interest are projected, dealing with issues and concerns, solving or referring problems as they arise
  • Exercises sound judgment, confidentiality and discretion and can laugh
  • Effectively manages assigned projects by taking responsibility for outcomes
  • Other projects as assigned

Qualifications
Education:  Formal education in a related field. A combination of education and experience may be considered.

Experience: 5-7 years of related experience; preferable supporting executive members in a large organization. Intimate and or personal knowledge of Indigenous people and culture is required.

Skills:

  • Demonstrates highly effective interpersonal, analytical, written and verbal communication skills
  • Demonstrates ability to function in a high volume setting with numerous and conflicting deadlines
    Demonstrates public relation skills, including the ability to interact effectively with the public, faculty, staff and students
  • Works effectively independently and as part of a team and recognizes boundaries of scope of responsibility
  • Knows the issues and attributes of Indigenous communities and people
  • Great organizational finesse and event coordination talent
  • Handle all interactions with tact, discretion, confidentiality, cultural sensitivity
  • Recognize problems and determine best course of action and arrive at a solution, if beyond scope of position brings the problems to the Office Manager with possible solutions to outcomes
  • Recognize and implement approved changes in policies/procedures in a timely and effective manner
  • Is self-motivated and follows direction as well as exercise initiative in all aspects of required duties
  • Demonstrates proficiency with Microsoft Office software as well as University software that relates to position
  • Demonstrates strong knowledge of University, the College of Law and Centre procedures
  • Files paperwork appropriately, with accuracy and in a timely manner while exercising discretion and confidentiality
  • Takes accurate minutes of meetings and provides written minutes in a timely manner
  • Displays ability to set prudent priorities while achieving goals and objectives in an appropriate time frame
  • Resourcefully addresses issues that arise
  • Provides relevant information and assistance professionally in person, via email and over the phone
  • Communicates in an open and professional manner
  • Maintains a neat and orderly workspace
  • Demonstrates willingness to assist others

The University of Saskatchewan is committed to employment equity and diversity. Applications from Indigenous persons are especially encouraged for this role. The University of Saskatchewan relies on section 48 of The Saskatchewan Human Rights Code to give preference to Indigenous candidates.

Inquiries regarding this position can be directed to Marilyn Poitras at 306-966-5806.  

 


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.