Administrative Assistant

Nature of Work: Reporting to the President’s Chief of Staff, the Administrative Assistant is part of a collaborative and agile administrative team that provides support to the President’s Office portfolio. The incumbent’s work encompasses a broad range of complex duties and processes that require great attention to detail. The incumbent will effectively manage a high volume of work in a fast-paced environment with frequent interruptions, competing priorities, and conflicting deadlines. Continuous change is the norm, and the incumbent will anticipate, influence, adapt to, and help others through change.

Typical Duties or Accountabilities:

Administrative Support

• Supports the Chief of Staff and other portfolio leaders as needed with day to day work, including scheduling and coordination of meetings, email management, assisting with calendar organization, creating and distributing agendas and other materials, tracking action items, and providing project coordination
• Provides support and back up to other administrative positions and offices within the portfolio including the executive assistant to the president
• Acts as a first point of contact to field a broad spectrum of queries
• Assists with continuous improvement by identifying issues and participating in process evaluation and re-design
• Provides meeting and committee support as needed and appropriate, including overall coordination, scheduling, and minute-taking
• Enables the USask shared services models; this includes providing direct support to President’s Office Resources SBAs and following established best practices with transactional work submitted via ConnectionPoint
• Submits financial and administrative requests to USask systems on behalf of individuals and units
• Maintains physical and electronic records
• Performs general office duties, including copying, printing, and ordering supplies

Team Member

• Shares information with the Chief of Staff as appropriate
• Coordinates work with other team members
• Provides role-based and unit-based coverage and support as needed
• As part of a team, participates in event coordination
• Contributes to a positive, engaging, and supportive working environment
• Understands and supports the President’s Office vision and shared beliefs
• Other duties as assigned

Education: Completion of Grade 12 and an office administration diploma from a recognized post-secondary institution.

Experience: A minimum of three years of related experience, preferably in an institutional setting. Experience with USask systems is a strong asset.

Skills: Qualified candidates will be able to demonstrate effective interpersonal and communication skills, both written and verbal. Strong attention to detail is required. The incumbent will be able to thrive, make sound decisions, and complete work accurately in a busy work environment with frequent interruptions and competing priorities under minimal supervision. Candidates must be able to deal positively and effectively with stressful situations and encourage constructive, collaborative relationships. Qualified candidates must be proficient with Microsoft Office software (Word, Excel, PowerPoint, Visio, and Outlook) and be able to learn new computer programs quickly.