Clerical Assistant (req4999)
The University of Saskatchewan values diversity, and Indigenous engagement is a strategic priority.
Department: Family Medicine (Regina)
Employment Group: CUPE 1975
Shift: Monday-Friday, 8:30 to 4:30
Full Time Equivalent (FTE): 1.0
Salary Information: The salary range, based on 1.0 FTE, is $26.81 - 36.14 per hour (Operational Services/Phase 5). The starting salary will be commensurate with education and experience.
Posted Date: 9/25/2019
Closing Date: Until Filled.
Number of Openings: 1
Primary Purpose: This position coordinates and supports the administrative activities and other processes within the Department of Academic Family Medicine and supports the Provincial Head, faculty and staff.
Nature of Work: Located in Regina, SK and reporting to the Finance and Administration Manager (FAM), the position is accountable to the Provincial Head (PH). The position coordinates administrative activities of the Department of Academic Family Medicine and provides support for the PH within the College of Medicine. A departmental provincial headship involves leadership responsibilities at both the University of Saskatchewan and provincial health authority. Therefore, this position provides support and builds relationships within the context of large and complex organizations, including the University of Saskatchewan and the Saskatchewan Health Authority, and serves as a guide and resource to others who must navigate both environments. Work takes place in a confidential setting, and some components of this work may involve handling patient related information. Professional working relationships must be established and maintained with a diverse group including students, residents, faculty, staff, health authority personnel and various other stakeholders throughout the Province and at a national level. The work also requires a proactive approach in a complex, academic and clinical environment and the ability to work and communicate effectively and cooperatively, by a variety of methods. Work must consistently meet high standards of quality and precision. The department is led through a distributed model with sites throughout the Province; as such, this requires the ability to work effectively at a distance and at times travel throughout the province or to national events.
Typical Duties or Accountabilities
Collegial Processes and Departmental Policies Coordination:
- Develop, oversee, and facilitate a process to assist the PH with USFA and Medical Faculty Appointees with teaching appointments, renewals, promotions, and administrative processes;
- Act as a key resource to USFA Faculty and Medical Faculty Appointees on matters related to collegial processes within the department by providing guidance and education in these matters;
- Develop, implement, maintain and refine a process for providing learner and peer evaluations to USFA Faculty and Medical Faculty Appointees;
- Assist with collegial processes by collecting and submitting USFA Faculty CV forms and relevant dossiers, including annual Assignment of Duties forms, tracking USFA Faculty vacation and professional development days;
- Assist the PH with USFA Faculty teaching appointments (recruitment and orientation), probations, renewals, salary reviews, promotions and tenures (case files) and administrative processes;
- Assist with collegial processes by collecting and submitting Medical Faculty Appointee periodic review forms and relevant documents along with contract reviews and renewals;
- Participate in the Undergraduate and Postgraduate faculty recruitment processes.
- Engage with faculty members on departmental academic matters;
- Provide information and guidance on collegial processes to potential faculty members and academic leaders within the department;
- With direction from the PH, maintain, update and communicate departmental policies.
Provincial Head – Administrative Support:
- Responsible for all day-to-day administrative support, which includes travel arrangements, booking meetings (including department meetings, faculty retreats and faculty development retreats) and preparing the annual departmental meetings schedule through the co-ordination of calendars and schedules, booking the required space, food and equipment (which may include videoconferencing and WebEx);
- Prepare agendas and meeting minutes, track action items and timelines and ensure accountable parties are aware of the action items and timelines, including department meetings, Executive Committee meetings, and other meetings as required;
- Draft, distribute and file outgoing administrative letters, memos and correspondence;
- Distribute and file incoming administrative letters, memos and correspondence;
- Provide necessary background information on documents requiring signature or further decision making;
- Plan and assist in organizing departmental events;
- Create and distribute newsletters and other communications;
- Assist with and support special projects as assigned;
- Monitor the progress of projects through appropriate project management tools;
- Assist with the preparation of presentations and publications;
- Prepare reports as requested, including the department’s annual report;
- Other duties as assigned.
Education: Successful completion of a certified business or administrative program. An equivalent combination of relevant training and experience may be considered.
Experience: Candidate must have a minimum three to five years’ experience providing confidential administrative support within a fast-paced and highly dynamic office environment. Experience working in diverse and inclusive environments is required. Knowledge of the University of Saskatchewan and Saskatchewan Health Authority rules, regulations and procedures would be an asset.
Skills: A high level of performance competencies in the areas of personal effectiveness and collaborative relationship-building, as well as leadership, results orientation and communication. Demonstrated ability to supervise staff and to manage and prioritize multiple tasks; adapt to a changing environment; and perform multiple projects and tasks with numerous competing demands and tight deadlines while paying attention to detail and maintaining a high degree of accuracy. Work is performed independently and collaboratively within a team environment. Effective organizational, interpersonal, communication (both verbal and written) and organizational skills; basic accounting skills; ability to handle interactions and effective exercising of judgment with tact, diplomacy, discretion, confidentiality, and cultural sensitivity, including the ability to communicate effectively with individuals from various cultural backgrounds; self-motivated with strong creative thinking, the ability to follow direction and at the same time exercise initiative when required; excellent problem solving and analysis skills; personal and professional integrity and a general knowledge of basic office procedures. Proven proficiency in computer applications including word processing, spreadsheets and databases (i.e. Microsoft Office) are essential. Knowledge of University of Saskatchewan and Saskatchewan Health Authority software would be a benefit. Confidence in ability to learn and use new technology is essential.
Inquiries regarding this position can be directed to Christine Burnell at firstname.lastname@example.org
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.