Department of Medicine, Provincial Head, Administrative Assistant

Job title: Department of Medicine, Provincial Head, Administrative Assistant

Job description: Department of Medicine, Provincial Head, Administrative Assistant

Primary Purpose: To provide confidential and high level executive and communication support to the Provincial Head and Department of Medicine with emphasis on ensuring smooth functioning and proper triage and follow up to all enquiries through the main office.

Nature of Work: Reporting to the Manager of Finance and Administration and accountable to the Provincial Head this position interacts with a diverse group of individuals including faculty, trainees and staff at all sites of training. This position is required to establish and maintain a wide range of professional relationships and effective interactions with all internal stakeholders across the university and with external partners. This position encounters frequent interruptions with competing interests and the individual must be able to adapt to constantly shifting priorities and deadlines. A high level of confidence and judgment is required as this position often has to provide appropriate direction to others. Hours of work may vary occasionally.

Typical Duties:

• Effectively represent the Department of Medicine always ensuring appropriate tone and interest are projected
• Strategic management of the Provincial Head’s schedule; reflecting realistic priorities in terms of who and when to book into the calendar and allow sufficient flexibility to accommodate immediate needs
• Provide effective senior administrative and communication support for the provincial head such as: coordinating travel arrangements including flights and accommodations; developing agendas, briefing notes and background material; produce and/or participate in the development of reports and supporting documents; monitor and draft correspondence
• Effectively streamline operational practices and procedures within the office, including oversight of departmental administrative staff
• Identify and refer matters that require attention of the provincial head or the finance office
• Support achievement of strategic priorities
• Support emerging projects and initiatives within the Office as they are seen through to completion
• Ensure that work performed is completed within deadlines, by ensuring a clear understanding of the required deadlines and effectively setting work priorities
• Use judgment, confidentiality and discretion when handling sensitive issues
• Various committee and meeting support: drafting and distributing agendas, minutes and following up on action items.
• Ensure effective, high-level meeting planning, coordination, execution and follow-up
• Mitigate risk by understanding relevant university policies, guidelines and processes and ensuring these are adhered to, along with collective agreements and applicable legislation
• Provide administrative support to departmental committees, including timely and comprehensive creation of agendas & minutes; continuity and organization of material
• Coordinate and attend events
• Other duties as assigned

Education: Completion of a one year recognized post-secondary administrative, business or office education diploma is required. A degree in a related discipline would be considered an asset.

Experience: A minimum of 6 years’ administrative experience in a healthcare, academic or medical setting is required. 1-2 years’ experience supporting senior level administrators in an academic institution or health authority including administrative and communication support is required The ability to work effectively and discretely with confidential and sensitive information is essential. A high degree of understanding of the university and/or health authority environment, policies, and procedures would be considered an asset. Experience in establishing productive working relationships with diverse stakeholders, particularly Indigenous people, communities, and organizations.

Skills:

Excellent communication – written and verbal, organizational, relationship and critical thinking skills are required, including the ability to interact in a courteous, confidential, and professional manner with internal stakeholders and external partners using tact, discretion and cultural sensitivity. The candidate will have the ability to foster a cooperative working environment, and develop and maintain effective relationships with a wide variety of individuals in a complex partnership/organizational structure. This position is required to make discretionary decisions; and to exercise tact and diplomacy, while determining the appropriate approach or procedure when providing guidance. This position requires versatility and ability to multitask effectively while paying close attention to detail, maintaining accuracy and the ability to effectively manage multiple projects with competing demands in order to meet deadlines. Must be highly motivated, self-directed and possess high standards of professional integrity and judgment, the ability to maintain confidentiality, and handle sensitive matters diplomatically and discretely.

Proficiency with Microsoft Office applications is also required.

Inquiries regarding this position can be directed to Lindsay Doig at (306) 844-1129.

Department: Medicine (Department)
Status: Term, maternity leave replacement of up to 12 months, with the possibility of extension
Employment Group: CUPE 1975
Shift: 8:00 – 4:30
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $33.52 – 43.95 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Administrative
Salary Phase/Band: Phase 6
Posted Date: 9/14/2022
Closing Date: 10/26/2022
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:

Criminal Record Check: Not Applicable
Driver’s License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable

Please review the University of Saskatchewan’s for faculty, staff and students in consideration of the COVID-19 pandemic.

The University believes equity, diversity, and inclusion strengthen the community and enhance excellence, innovation and creativity. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation in order to participate in the recruitment process, please notify us and we will work together on the accommodation request. The University of Saskatchewan’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.

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