Administrative Assistant en University of Saskatchewan

This position is part of a collaborative and agile team that provides administrative support within the assigned portfolio. 

Duties and Responsibilities:

• Serves as the primary point of contact for the office providing clear and effective communication, addressing inquiries, and providing direction in alignment with organizational values and priorities
• Provides calendar support for directors and managers including scheduling and coordination of meetings, assisting with calendar organization and scheduling large group meetings
• Provides meeting support such as scheduling unit and committee meetings, room booking, maintaining meeting records, creating and distributing agendas and minutes, ordering catering, and tracking action items
• Maintains shared email inboxes, responding to emails and triaging as appropriate
• Coordinates the signing of documents and contracts, confirming that proper approvals are in place and relevant approval processes are followed
• Provides purchasing support including invoice submission, purchasing card procurement and reconciliation, monitoring non-salary expenditures, and assisting with reporting, remittances, and expense form requests
• Formats and proofreads various documents, presentations, and correspondence, utilizing proper formatting and university style standards, collaborating on version control, converting and exporting files, creating documents, and finalizing and delivering content
• Maintains records and information, retention schedules, data storage sites, as well as cleaning and purging paper and electronic files as needed
• Assists with human resource processes such as submitting job postings, scheduling interviews, submitting letters of offer, assisting with onboarding and offboarding processes, and processing changes to employment records
• Provides support for the timely and accurate processing of financial and payroll transactions, including financial corrections with appropriate, approved supporting documentation attached, filed, and secured for future review
• Provides travel and expense support including booking support, event registration, expense reporting, policy adherence, reimbursement processing, travel arrangements, and membership renewals
• Provides support for catering and events including budget management, logistics management, menu planning, vendor coordination, and coordinating staff appreciation events and activities
• Performs general office administrative tasks such as ordering supplies, managing keys and equipment, coordinating mail and telephone requests, handling business cards and nametags/nameplates, and updating contact distribution lists
• Builds and maintains positive relationships with key internal and external stakeholders, working collaboratively with administrative network colleagues
• Assists with space-related activities and coordinates the submission of requests to appropriate units
• Assists with basic troubleshooting of office equipment and software, and coordinates with IT support as needed
• Greets and assists visitors, providing a welcoming and professional environment
• Communicates and acts in a respectful and professional manner, collaborates effectively, abides by policy, and contributes to a positive and productive work and learning environment
• Engages in continuous learning by participating in activities, training, and events related to Indigenous engagement, reconciliation, equity, diversity, and inclusion
• Demonstrates respect and dignity for all members of the community, actively contributes to an environment of acceptance and inclusion of others and responds to different perspectives from a place of curiosity, respect, and non-judgement
• Undertakes related duties, as assigned, consistent with the nature of the position. 

Qualifications:

• An office administration diploma
• Minimum of one year related administrative experience, preferably in an academic setting
• Experience with university systems is a strong asset
• Excellent interpersonal and communication skills with a customer service orientation
• Demonstrated ability to handle sensitive information in a professional manner and to maintain confidentiality
• Strong organization and time management skills, with the ability to prioritize tasks and meet deadlines in a busy environment
• High attention to detail and accuracy
• Ability to work independently with minimal supervision and remain effective under pressure and in stressful situations
• Proven ability to build positive relationships and collaborate with diverse internal and external stakeholders
• Proficiency in Microsoft Office applications and the ability to quickly learn and adapt to new technologies and systems.