Clerical Assistant (Office Coordinator), Music/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 many departments and programs in the College of Arts and Science. 

Primary Purpose: To provide clerical and administrative support to the Department of Music, College of Arts and Science, and to the head of the department.

Nature of Work: Reporting to the ASG Manager, and as a member of the ASG, this position provides clerical and administrative support for the department. The work is diverse in nature and requires a good understanding of a variety of administrative tasks. The position exercises decision-making in accordance with established policies and procedures.  The position establishes and maintains professional working relationships with a diverse group including students, staff, instructors, the University community and various stakeholders. All work is carried out in adherence with established College of Arts and Science policies and procedures.

Typical Duties or Accountabilities:

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

• Providing general reception and clerical duties including responding to telephone and email inquiries, and to walk-in traffic;
• Maintaining department spaces to ensure they are both functional and safe;
• Effectively coordinating discipline-specific activities and projects in the department, including support for event logistics (coordinating catering and other details, arranging for student assistant support as needed, and managing ticket sites, such as Eventbrite). 
• Assisting with course timetabling, class builds, and student course feedback questionnaires;
• Assisting in the preparation of annual salary reviews and CV updates;
• Coordinating recruitment of faculty and hiring of sessional lecturers;
• Coordinating all undergraduate applications and auditions, and administering Theory Placement Exams for prospective students;
• Scheduling and providing logistical support for student juries and recitals;
• Tracking and distributing audiovisual recordings to department stakeholders;
• Tracking and calculating final applied lesson grades;
• Processing special permission forms for students;
• Hiring, scheduling, and supervising departmental student assistants;
• Assisting with preparation of course catalogue descriptions;
• Maintaining internal databases and filing systems;
• Signing out keys, equipment, and lockers, including maintaining and tracking student usage of departmental musical instruments;
• Managing 25Live and departmental room bookings;
• Distributing mail;
• Tracking student attendance for recitals, the Fine Arts Lecture Series, and other departmental events;
• Providing support for departmental meetings;
• Coordinating publicity for the department, including designing/formatting the department’s newsletter, managing social media posts, posters and other print and digital publicity materials; and, maintaining the department’s website; 
• Maintaining departmental college directory listings;
• Coordinating and processing financial transactions for faculty and the department, as well as processing payments for guest artists/lecturers, external service providers, and on-campus facilities, among others.
• Coordinating travel and accommodation for out-of-town guests; 
• Managing and tracking all department financial deposits; and,
• Other duties as assigned by the Manager of the ASG and the Department Head where appropriate.

This position is a liaison between the department and the Administrative Support Group in the College of Arts and Science, and routinely shares work as appropriate with members of that group. As part of the Administrative Support Group, this position provides clerical and administrative support to the department head and department while remaining an integral part of the central unit. This position supports other departments in the College of Arts and Science, providing coverage and relief, as assigned by the Manager of the ASG.

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. Significant post-secondary music training would be a definite asset. Knowledge, understanding, and acquired work experience in an office and university setting are also assets. 

Experience: Three to five years of office experience is required, preferably in a university or arts institution setting. Background in the fine arts, particularly in music, would be a definite asset, as would knowledge of College of Arts and Science and University of Saskatchewan policies and procedures.

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 take initiative; ability to work independently 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 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), PAWS, Eventbrite, QR codes, and other systems.  Experience with Banner and JIRA 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 12 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