Clerical Assistant (Departmental and Undergraduate Assistant), Large Animal Clinical Scien na University of Saskatchewan

Nature of Work: Reporting to the Department Head of Large Animal Clinical Sciences (LACS), this position provides support to the Department Head and undergraduate administrative support to the department. This position interacts with the University and College administrators, faculty and staff, requiring effective interpersonal, communication and organizational skills.  Must demonstrate the ability to handle interactions with tact, discretion, and cultural sensitivity. The incumbent exercises discretionary decision making and requires a high standard of professional integrity in handling confidential information and attention to detail. Work is performed with minimal supervision in a fast-paced environment, subject to multiple, conflicting deadlines and priorities. The office is a shared working space and hence must be willing and able to work in a common space with frequent interruptions.

Typical Duties or Accountabilities:

• Provides full administrative support to the Department head including:
  • Coordinates and attends department/committee meetings and transcribes minutes
  • Responds to general inquiries on the phone and in person
  • Drafts and prepares correspondence and other documents
  • Plans special events
  • Maintains office supplies; maintains the department copier user access controls and problem solves issues with various office or department equipment; initiates work orders and arranges both on and off campus services as needed
• Supports all aspects of departmental human resources including:
  • Recruitment of faculty and staff as per University policies and procedures and the Government of Canada immigration laws; prepares payroll forms; arranges advertising and interviews
  • Coordinates and assists with all aspects of the department collegial processes and ensures that all University standards are met
  • Maintains personnel records
  • Maintenance of departmental rabies program with focus on faculty and clinical associates
• Supports departmental financial administration including:
  • Manages internal controls; reconciles and monitors expenditures from departmental funds; prepares journal vouchers, purchase orders and facilitates receiving
  • Manages Concur travel and expense claims
  • Facilitates travel arrangements
• Coordinates matters related to the undergraduate teaching program including
  • Coordinating and preparing lecture and lab schedules for the department courses
  • Coordinates, plans, formats, and compiles exams from multiple instructors
  • Compiles faculty and clinical associate teaching evaluations 

Education: Completion of a recognized post-secondary office administration program

Experience: A minimum of five years’ experience in a university setting. A strong working knowledge of and proficiency in the University of Saskatchewan’s systems (Banner Student, Degree Works, Concur, Canvas, FAST, and Crystal Reports) and an ability to quickly gain proficiency in Zoom, About US, Teams and Vet Net is required.

Skills: Exceptional organizational skills with the proven ability to work on multiple projects with competing demands to meet deadlines; demonstrated aptitude for successfully working in a team- oriented environment; demonstrated sound judgement, tact, discretion and professional integrity; exemplary interpersonal and communication (verbal and written) skills; strong attention to detail; ability to work independently, take initiative and anticipate future needs, issues and events; proven problem- solving abilities; conflict management skills, proficiency with Microsoft Office software; ability to prepare concise meeting minutes; initiative to implement plans to improve graduate programs.