Department Support

Primary Purpose: To provide clerical and administrative support to the Department of Curriculum Studies, to the head of the department, and to the undergraduate program.

Nature of Work: This position reports to the head of the Department of Curriculum Studies regarding department support for faculty, staff, and the undergraduate program. Taking day-to-day direction from the department head, this position provides clerical and administrative support. The work is diverse in nature and requires a solid understanding of a variety of administrative tasks, addressed digitally or otherwise. The position exercises decision-making in accordance with established policies and procedures. The position establishes and maintains professional working relationships with a diverse group of individuals including students, faculty, staff, instructors, the larger University of Saskatchewan community and various external stakeholders. All work is carried out in adherence to established College of Education and Department of Curriculum Studies policies and procedures.

• Responsible for day-to-day clerical and administrative support for the department head including:
• Strategic management of the department head’s calendar including calendar updating and maintenance, travel arrangements, meeting preparation including compiling and organizing materials, drafting written correspondence;
• Effectively coordinating discipline-specific activities, initiatives, and projects in the department;
• Providing general reception and clerical duties, including answering telephone and email inquiries, responding to walk-in traffic, and managing office infrastructure and supplies;
• Assisting with course timetabling and class builds and with promotion of courses and programs;
• Facilitating peer and student teaching evaluations;
• Processing special permission forms for students;
• Supporting recruitment of faculty and coordinating hiring of sessional instructors;
• Assisting the department head in the preparation of documents related to collegial processes as well as assistance in organization of meetings including setting of agendas and taking minutes;
• Providing support for departmental meetings;
• Coordinating special events, room booking and guest visits;
• Facilitating external and internal communications (mostly via email);
• Assisting the department head with coordination of financial transactions, e.g., paying invoices; processing faculty travel claims, etc.;
• Financial support to the Department Head including reconciling funds for which the Department Head is the financial manager; providing monthly and year-end financial statements to the Department Head for review; maintaining financial files;
• Maintaining the record keeping of internal departmental documents (e.g., course syllabi, CVs, etc.), databases, and filing systems;
• Provide support, at the request of the department head, to other academic departments, as required, in a team environment;
• Provide administrative support for the department's certificate programs, including supporting recruitment, enrolment, student communications and course builds;
• Distributing mail and other documents; and,
• Other duties as assigned by the head of the Department of Curriculum Studies where

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

Experience: At minimum, two years of office experience is required, preferably in a university setting. Knowledge of the University of Saskatchewan policies and procedures would be an 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 be self-directed and to take initiative; ability to work independently as well as collaboratively; effective interpersonal and communication skills, both written and verbal; proven ability to handle interactions with tact, diplomacy and intercultural sensitivity and to maintain confidentiality; proven ability to coordinate projects; demonstrated ability to interact effectively with internal and external stakeholders; and demonstrated strong computer skills including keyboarding and proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and other systems (SiRIUS, PAWS, UniFi, About US, Advisor Services, Degree Works, Concur, JIRA, OneDrive, etc.).

Resumes will be reviewed as submitted.