Department Assistant

Primary Purpose:  The Department of Academic Family Medicine is a large complex provincially distributed medical education program in the College of Medicine at the University of Saskatchewan and is dedicated to excellence in patient care, teaching and learning, research, and administration.  The department assistant supports central administrative and academic activities within the department.

Nature of Work: Reporting to the manager of medical education, the position works in a diverse, complex, and busy office environment requiring the ability to work and communicate effectively and cooperatively, by a variety of methods.  The incumbent is expected to work independently in a team environment, use sound judgment to make decisions, and provide accurate information to all relevant stakeholders. Decisions are made based on established policies and procedures, with assistance provided by professional staff or academics when interpretation is required or when complex issues arise.  Work must consistently meet high standards of quality and precision. The department is led through a distributed model with sites throughout the province; as such, this position requires the ability to work effectively at a distance.

Typical Duties or Accountabilities:

Department Administration: This position is part of a clerical support team, which provides support to multiple divisions within the Department of Academic Family Medicine. This position will support divisions in the department by providing similar clerical support and coverage as required including but not limited to:

• providing support to academic leaders, such as the program director, assistant program directors for assessment, curriculum, and quality improvement, as well as the curriculum design lead, as required
• supporting and assisting with event planning, including but not limited to foundations/bootcamp, CaRMS, retreats, and virtual conferences
• scheduling various virtual and in person meetings (using e.g., Microsoft Teams, Zoom)
• supporting committees and various other meetings; taking and distributing minutes
• preparing expense claims and travel claims (students, residents, community members and the faculty) for processing by the department’s finance division
• other duties as assigned

Qualifications

Education: Completion of Grade 12 and a recognized post-secondary administrative assistant program is required.  

Experience: Candidate must have a minimum three to five years’ experience providing confidential administrative support within a fast-paced and highly dynamic office environment.  Experience in event planning is required.  Experience with data entry is required. Demonstrated experience with One45 and CaRMS is preferred. Experience working in diverse and inclusive environments is required.  Knowledge of the University of Saskatchewan’s policies, guidelines and procedures would be an asset.

Skills: This role requires highly effective interpersonal skills coupled with the ability to develop and maintain working relationships with coworkers. Also the ability to prioritize and function in a demanding setting with numerous, often competing deadlines; demonstrated exceptional verbal and written communication skills; ability to interact effectively with students, faculty and other staff, handling interactions with professionalism (tact, discretion, confidentiality and cultural sensitivity); strong attention to detail; ability to recognize and analyze problems, to propose effective solutions and to refer issues to other staff as appropriate. Success in this role requires balancing the ability to work independently and as part of a team; following instructions, policies and procedures while exercising initiative; setting priorities and seeking assistance when needed. Intermediate knowledge and experience with MS Excel is required. Applicants must demonstrate efficiency with Microsoft Office software and would benefit from knowledge of University and College procedures.

Department: Family Medicine (Saskatoon)

Status: Two-Year term with the possibility of extension or becoming permanent

Employment Group: CUPE 1975

Shift: Monday – Friday 8:00 – 4:30

Full Time Equivalent (FTE): 1 FTE

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: 12/20/2023

Closing Date: 2/12/2024 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

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