Clerical Assistant

Primary Purpose: To provide administrative support to the Division of Continuing Medical Education, College of Medicine, and its mission to engage with healthcare professionals to enhance health care outcomes by delivering continuing professional learning that is focused on the needs of the patient and their communities. 

Nature of Work: Reporting to the Program Coordinator, CME, the incumbent works in collaboration with the CME team to ensure the success of events, courses, and programs. The role requires coordination of administrative tasks that include planning, document preparation and management, scheduling, etc. The work consists of project work on numerous learning events that may include multiple priorities, frequent interruptions, and firm deadlines. This position requires strong organizational skills. This position works with the CME program coordinator(s), other clerical assistants, and stakeholders to collaboratively establish policies and procedures, recommending and implementing continuous improvement. Respectful relationships with colleagues and stakeholders is essential. The incumbent will be required to interact with a diverse group of clients (both written and oral) in a culturally respectful manner; building and maintaining relationships is crucial to success. This position is seen as an expert resource capable of providing advice and guidance in their area of expertise. Some evening and weekend work may be required.

Typical Duties:

• Provide administrative assistance to team leaders.
• Responds to in-person, e-mail and telephone inquiries and requests in a timely fashion.
• Provide clerical assistance for programs, services, and special events.
• Process event and course registrations.
• Prepare documents such as, but not limited to, attendance certificates, letters, meeting minutes and briefs, manuals, reports, forms, brochures, etc.
• Maintain accurate records and assure document control.
• Prepare communication and information updates; liaise with internal and external stakeholders.
• Enter data and maintain databases to ensure accurate and secure information is kept.
• Arrange travel and process travel expense claims for event participants and staff.
• Process registrations, prepare purchase requisitions and invoices, track accounts payable and receivable; and other financial processes as required.
• Maintain electronic calendars, arrange meetings, prepare & distribute meeting agendas and minutes, and ensure staff have required material prior to meetings.
• Research costs and options for team leaders.
• Arrange and update printing needs, equipment, catering, materials, and other resources.
• Coordinate work and services requests with Facilities Management Division, IT Services and Support, and Telephone Services, and other on and off-campus vendors.
• Other administrative duties, as assigned.

Qualifications

Education: Completion of Grade 12 and a recognized post-secondary business administration/administrative assistant program is required. An equivalent combination of education and experience may be considered. 

Experience: Three to five years of related experience in a University/Academic Health Care setting in a support role is preferred. Experience working and collaborating in a diverse, inclusive, and highly confidential setting is required. 

Skills: Commitment to ongoing department development, coordinating and undertaking multiple projects with competing demands and deadlines while maintaining a high degree of efficiency and accuracy. Exceptional interpersonal and communication skills – both written and verbal. The candidate should be enthusiastic and self-motivated. Ability to recognize and recommend changes in policies/procedures which result in the improved delivery of administration. Exceptional organizational, problem-solving, and decision-making skills.  Knowledge of office software including MS office, Excel, PowerPoint, Internet, and E-mail. Experience with University software systems would be an asset.

Department: Continuing Medical Education
Status: Term 1 year with the possibility of extension
Employment Group: CUPE 1975 - Restricted
Shift: Mon-Fri, 8:30-4:30
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: 4/10/2024
Closing Date: 4/24/2024 at 6:00 pm CST
Number of Openings: 1
Work Location: May be eligible for hybrid work under the terms of USask's Alternative Workspace Guidelines