Clerical Assistant (Office Coordinator), Department of Chemistry/Administrative Support Group

The College of Arts and Science consists of twenty-one departments spanning the natural and physical sciences, the social sciences, and the humanities and fine arts.  Several institutes, centres, and interdisciplinary programs are also part of the college, which occupies fourteen buildings across campus.  The college has approximately 300 faculty, 150 staff, and 9,000 students, with annual expenditures of nearly $100-M across more than 2,000 funds.  The Administrative Support Group (ASG) provides clerical and administrative support in the areas of finance, graduate support, collegial processes, faculty recruitment, sessional postings, and other department- and program-specific duties for departments and programs in the College of Arts and Science. 

Primary Purpose: To provide clerical, administrative and program support to the Department of Chemistry in the College of Arts and Science.

Nature of Work: Reporting to the Administrative Support Group (ASG) Manager, College of Arts and Science, and as a member of the Administrative Support Group, this position provides clerical and administrative support in a busy office environment. Frequent interruptions and multiple competing priorities are the norm.  Duties are highly varied, moderately complex, and require strict attention to detail and the capacity to meet deadlines.  The position establishes and maintains professional working relationships with a diverse group, including students, staff, instructors, the university community, and various stakeholders. The position works independently with general and minimal supervision.  All work is to be carried out in adherence with established College of Arts and Science policies and procedures.

Typical Duties or Accountabilities: Typical Duties/Accountabilities:

Responsible for day-to-day clerical and administrative support for the department overall, including: 

• Providing general information, advice and services to prospective applicants, students, faculty/instructors, parents, and visitors to the department. This includes triaging front services and addressing telephone inquiries, email inquiries, and walk-in traffic;
• Coordinating departmental communications, activities and projects, including the Spinks Lecture;
• Assisting with course timetabling, class builds, and course evaluations;
• Assisting the department head with organization and submission of materials for collegial processes, e.g., tenure, probation renewal, promotion, annual review, and peer evaluation;
• Organizing sessional lecturer postings, and associated payroll submissions;
• Providing administrative support for the Undergraduate Affairs Committee, including:
  • Assisting with undergraduate student awards;
  • Coordinating processes related to undergraduate student research;
  • Managing transfer credit processing and record keeping;
  • Managing grade entry, class permissions, and class lists for undergraduate courses;
  • Providing support for academic advising, including processing special admissions;
  • Assisting with the preparation of calendar descriptions;
  • Summer employment EJSs; and,
  • Student volunteer forms.
• Providing administrative support to select standing and ad-hoc committees of the department when needed;
• Coordinating seminars, including managing the term schedules, communicating with external speakers, and making travel arrangements as necessary;
• Coordinating and collating SLEQ evaluations;
• Maintaining internal databases and filing systems;
• Distributing mail and managing the signing out of keys and equipment;
• Coordinating financial transactions for faculty, including assisting with travel claim forms;
• Managing the departmental website and college directory listings and assisting with the maintenance of social media accounts and with the departmental newsletters;
• Other duties as assigned by the department head and the ASG manager, as appropriate.

This position is a liaison between the department and the Administrative Support Group in the College of Arts and Science. As part of the Administrative Support Group, this position provides clerical and administrative support to the department head, the undergraduate student advisor, and the department, while remaining an integral part of the central unit. This position, on occasion, may be required to support other departments in the College of Arts and Science, providing coverage and relief, as assigned by the ASG manager, in consultation with the department head.

Education: Completion of Grade 12 and the successful completion of an administrative assistant course through a recognized business college. An equivalent combination of education and experience may be considered. Knowledge, understanding, and acquired work experience in an office and university setting are assets.

Experience: Three to five years of office experience is required, preferably in a university setting. Experience working in a student-centered environment. Knowledge of the College of Arts and Science and University of Saskatchewan policies and procedures would be a definite asset.

Skills: Demonstrated strong organizational, time management, and relationship building skills; proven ability to work in a high volume setting and manage multiple projects with competing demands and deadlines; ability to maintain meticulous attention to detail and ensure accuracy; demonstrated professional maturity, judgment and decisiveness; ability to adapt and demonstrate flexibility; ability to be self-directed and take initiative; ability to work independently, with minimal supervision, as well as collaboratively; effective interpersonal and communication skills, both written and verbal; proven ability to handle interaction with tact, diplomacy and intercultural sensitivity and to maintain confidentiality; proven ability to prioritize and coordinate projects, tasks, and responsibilities; demonstrated ability and interest in effectively working with internal and external stakeholders, including students, staff, faculty, and the public; and demonstrated strong computer skills including keyboarding and proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams), Banner, PAWS, and other systems.  Familiarity with scientific terminology would be considered an asset.

Inquiries regarding this position can be directed to Sharla Daviduik at (306) 966-8711. 

Department: A&S Admin Support Group
Status: Term 6 months with the possibility of extension or becoming permanent
Employment Group: CUPE 1975 - Restricted
Shift: 8:30 am to 4:30 pm
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $23.35 - 30.61 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Services
Salary Phase/Band: Phase 4
Posted Date: 3/27/2024
Closing Date: 4/2/2024 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

The successful applicant will be required to provide the following current verification(s) where 'Yes' is indicated below. Further information is available at: https://careers.usask.ca/tips-for-applying.php

Criminal Record Check: Not Applicable
Driver's License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable