Primary Purpose: This position supports the financial and departmental faculty development activities within the Department of Academic Family Medicine.
Nature of Work: Reporting to the Finance and Administration Coordinator, with direction from the Faculty Development Director and the Finance and Administration Manager. This position provides clerical support to the departmental faculty development and finance and administration offices. The incumbent will work in a fast paced environment as part of a team while maintaining confidentiality.
Typical Duties or Accountabilities:
Faculty Development: This position will support clerical aspects for faculty development and the faculty development site leads including drafting, distributing, updating, and collecting documentation and correspondence, including, but not limited to, compiling and drafting agendas, letters, manuals, reports, brochures, certificates, completing meeting minutes, preparing and tracking action items, ensuring action items are completed, mail merges as well as exporting reports into Excel and other Microsoft Office applications. This position also supports the scheduling and delivery of meetings, conferences, retreats, courses, programs and activities for Faculty Development, including but not limited to promotion, registration, speakers, accommodation, transportation, facilities, catering, signage, audio-visual equipment, technology, documents, printing, collection of evaluations, and correspondence. The incumbent will support and review the Division’s Annual Report and Newsletters, update Divisional Sharepoint by uploading documents and updating access, process expense claims for reimbursement, travel claims and purchase requisitions.
Finance and Administration: This position will support clerical aspects for the administrative area of the Department including mail distribution, room and videoconferencing bookings, basic set up of equipment in the lecture theatre, email monitoring and distribution of finance and administration office correspondence; preparing colour printing and laminating for department staff and physicians; order and maintain office supplies; this position also supports the process for department deposits to treasury, concur expense payments submissions by ensuring claims are complete and documents are scanned into concur for internal processing, travel requests, and purchase requisitions, completes transaction reconciliation and any additional data entry as necessary; update resident, staff and physician access to the Department’s Sharepoint as directed. This position completes general office duties and other duties as assigned. All work is to be completed in accordance with Department, College and University processes and policies.
Education: Completion of Grade 12 and a recognized post-secondary administrative assistant program is required. Completion of general accounting courses is required.
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 in event planning and general accounting is required. 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: 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; demonstrated 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); strong 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; following instructions, policies and procedures while exercising initiative; setting priorities and seeking assistance when needed. Applicants must demonstrate efficiency with Microsoft Office software, and would benefit from knowledge of University and College procedures.
Inquiries regarding this position can be directed to Jaclyn Randall at email@example.com