Administrative Assistant

Job title: Administrative Assistant

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Position Details

Posting Summary

Position Title Administrative Assistant

Faculty/Department Faculty of Social Work

Unit Social Work – Staff

Employee Group CUPE 5791

Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH).

CUPE 5791 Job Family Operational Services

Category Staff

Number of Vacancies 1

Position Summary

Summary

The Faculty of Social Work, with its main campus in Regina and an additional campus in Saskatoon, SK, offers social work education through face-to-face and distributive learning formats to students in these two cities and those across the entire province.

Reporting to the Faculty Administrator, the incumbent plays a crucial role in delivering various support services to students, staff, faculty, and the general public within the Faculty of Social Work. This role requires exceptional interpersonal skills and a keen eye for detail in handling correspondence and maintaining precise records.

The work environment is dynamic and fast-paced, and the incumbent will operate with general supervision, often dealing with multiple competing deadlines and priorities while facing frequent interruptions. The incumbent will share an open workspace with other administrative colleagues. Although each team member works independently, they also collaborate closely to ensure the Faculty of Social Work receives the necessary administrative support.

This position is located in Regina, SK, at the University of Regina’s main campus.

Duties

• Perform reception duties: answer queries for information and assist by phone, email, and in-person from students, faculty, staff, and the community.
• Provide administrative support for the administrative and academic operations of the faculty.
• Assess the need for academic advising and schedule appointments.
• Prepare and distribute reports, memos, meeting agendas, and recording meeting minutes.
• Process and reconcile purchasing card transactions, reimbursement claims, invoices, and honorariums while ensuring proper approvals, documentation, and reports are completed by established deadlines and in compliance with University policies, procedures, and practices.
• Complete job postings, enter payroll and prepare appointment letters.
• Manage course evaluations using Class Climate.
• Perform general office duties such as filing documents, mail distribution, ordering and stocking supplies, inventory management, logistics, asset records, and security access tracking.
• Assist with coordinating and organizing space, faculty events, conferences, and/or guest speakers.
• Assist with the implementation of policies and procedures as requested;
• Gather, enter, and update data to maintain faculty records and databases; establish and maintain files and documents.
• Book and manage the Faculty Administrator’s calendar as required.
• Enter FAMIS work orders and FootPrints account requests.
• Act as a backup for other administrative support positions as necessary.
• Perform other duties as assigned.

Position Requirements

Education

• Grade 12 supplemented by the successful completion of a recognized business course.
• A minimum of three years’ experience, preferably within a university environment.
• An equivalent combination of education, training, and experience may be considered.

Experience

• Knowledge of the University’s programs, policies and procedures, with an emphasis on courses offered by the Faculty of Social Work, is an asset.
• Ability to make administrative/procedural recommendations on sensitive and confidential issues.
• Ability to maintain confidentiality of records and information.
• Demonstrated knowledge and skill in the use of Microsoft Office (Word, Excel, Access, and Outlook/GroupWise) and complex databases such as UR Docs, Banner, FAST, and CASPUR Reports.
• Demonstrated knowledge of and skill in office practices, principles and procedures.
• Knowledge of supplies, services, and equipment ordering and inventory control.
• Experience in records management and tracking of information.
• Strong interpersonal skills to establish and maintain cooperative working relationships with domestic and international students, staff, faculty, and the general public.
• Ability to communicate effectively, both verbally and in writing.
• Ability to understand and execute oral and written instructions.
• Ability to work independently with minimal supervision.
• Ability to work under pressure, balance multiple tasks, and shift priorities while maintaining accuracy.
• Ability to provide excellent customer service and use sound judgement and quick thinking.
• Ability to create, compose, and edit written materials.
• Ability to organize multiple tasks and meet deadlines while maintaining accuracy and attention to detail.

Physical Demands

Pay Grade CUPE Phase 4

Salary Range $42,533.40 – $57,457.40 annually (classification pending)

Status Term

Work Hours

Monday to Friday

8:00 am to 4:30 pm

Occasional work outside of these hours is required during events and peak times.

Duration (if Term/Temporary) One year (possibility of extension or becoming permanent)

Full-Time/Part-Time Full Time

Preference Posting

Target Posting Not Targeted

Additional Information

Contact Information

Job Open Date 10/10/2023

Job Close Date 10/16/2023

Open Until Filled No

Special Application Instructions

Diversity Statement

The University of Regina is committed to an inclusive workplace that reflects the richness of the community that we serve. The University welcomes applications from all qualified individuals, including individuals within the University’s employment equity categories of women, persons with disabilities, members of visible minorities, Indigenous persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code.

Competition Number 20230697A/S

Reference Letter

Reference Letter

Minimum References

Maximum References

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Required

Required Documents * Resume/Curriculum Vitae

• Cover Letter

Optional Documents

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