22 May

Clerical Assistant Jobs Vacancy in University Saskatchewan Saskatoon

Position
Clerical Assistant
Company
University Saskatchewan
Location
Saskatoon SK
Opening
22 May, 2018 30+ days ago

University Saskatchewan Saskatoon urgently required following position for Clerical Assistant. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

Follow the online directions, complete all the necessary fields, and provide all relevant information so your application is submitted correctly. When you click the 'Apply this Job' button (open in new window) you will be taken to the online application form. Here you will be asked to provide personal and contact details, respond to employment-related questions, and show how you meet the key selection criteria.

Clerical Assistant Jobs Vacancy in University Saskatchewan Saskatoon Jobs Details:

Salary Information: The salary range is CAD $3,239.60 - 4,374.07 per month (Operational Services/Phase 4). The starting salary will be commensurate with education and experience.


Description: There is 1 opening for this posting. Located in Saskatoon.


Primary Purpose: Located in the Aboriginal Students’ Centre (ASC), this is a front-line position for telephone, walk-in and email clients. The Assistant provides clerical and administrative support to the ASC team, and oversees student assistants. The Administrative Assistant also helps manage requests for space within the Gordon Oakes Red Bear Student Centre.

Nature of Work: Reporting to the Team Leader, Aboriginal Students’ Centre, this position provides support for the ASC and is the first contact for telephone, in-person and email clients. This position exercises independent judgment within established guidelines and procedures to deal with or refer to a broad range of matters within the office and across campus units. Work is of moderate complexity as dealing with competing deadlines and multi-tasking are the norm. Work will be performed in a fast-paced, technology rich environment with changing priorities and frequent interruptions. Establishing and maintaining effective communication and developing professional relationships that support collaboration and problem solving are essential for success. The successful candidate should be prepared to work some overtime during peak periods, therefore flexibility of hours is a requirement of this position.

The Assistant is a member of the ASC team and as such will engage in and support initiatives of contributing to the student academic experience and success, with particular emphasis on students who self-identify as Aboriginal.

Typical Duties: Provide front-line customer service including in-person, telephone, voicemail, e-mail, paper mail, fax and web enquiries in a culturally respectful manner, effectively representing the ASC and the university in all contacts, ensuring the right tone and interest are projected, dealing with issues and concerns, solving or appropriately referring problems as they arise and maintaining the confidentiality of all information and materials. Provide timely, accurate and pro-active administrative support for assigned duties including:

Front Desk:

  • Responds to in-person, e-mail and telephone inquiries and requests at the ASC’s front desk.
  • Provides details about Aboriginal student support and student life programming to current and prospective students, the campus community, Aboriginal community, and the general public.
  • Provides strategic referral to services within the centre, across campus, and within the community.
  • Maintains a professional and organized front desk and lounge area.

Office Support:

  • Maintains ASC calendars, arranges meetings, prepares and distributes meeting agendas and minutes, and ensuring staff have required material prior to meetings.
  • Effectively prepares and creates a variety of documents, packages, reports, and presentations for the ASC team as required in an accurate and timely manner.
  • Maintaining office statistics including event attendance, number and types of enquiries, use of ASC services, such as student faxing, room usage, and referrals.
  • Providing clerical assistance for ASC programs, services, and special events (such as orientation, Indigenous Achievement Week, and Powwow), including but not limited to logistics such as location bookings, catering services, rental of equipment, purchasing materials, providing or arranging transportation and making travel arrangements when necessary.
  • Reconciles P-Card and orders office supplies.
  • In collaboration with the Team Leader, or designate, assists in managing student assistants, including hiring, training, scheduling, giving direction to, and recording and reporting of hours.
  • Will also support the Team Leader in the hiring and orientation of new team members.

Managing Space:

  • Assist the Team Leader in managing and improving booking requests procedures and operations within the Gordon Oakes Red Bear Student Centre.
  • Coordinates work and services requests with Facilities Management Division, IT Services and Support, and Telephone Services, and other on and off-campus venders for the centre.
  • Ensures building furniture, office equipment, IT equipment, and safety equipment is in good working order.
  • Is also responsible for access control, including office keys and fobs.

Other:

  • Establishes and maintains effective, professional working relationships with students, staff, faculty, as well as with partners, and members of the wider campus community, and other stakeholders. Other assigned units of work and all other general office duties as assigned.

Qualifications:


Education: Grade 12 and a recognized post-secondary secretarial or administrative program.

Experience: A minimum of three years of related experience preferably in a student focused post-secondary education setting. Direct experience working with Métis, First Nation and Inuit people and communities is essential. Experience with University processes including Unifi would be an asset. Must hold and maintain a valid Saskatchewan driver's license and an acceptable driving record.

Skills: A strong orientation towards customer service, high standards of professional integrity, and proficiency in all aspects of secretarial activity; demonstrated public relation skills including the ability to handle all interactions with tact, discretion, confidentiality, and cultural sensitivity in everyday and high stress situations; effective interpersonal and communication skills, both written and verbal; proficient organizational skills with demonstrated ability to deal effectively with multiple priorities to meet deadlines; ability to work independently, collaboratively and effectively in a team environment; high attention to detail, proactive; strong computer and typing skills and demonstrated proficiency in Word, Excel (including pivot table reports), Outlook and web based technologies. Proficiency in the Student Information System (SiRIUS) and UniFi a definite asset. Must also be willing to undertake training, such as Mental Health First Aid, Violent Risk Threat Risk Assessment (VRTRA) Level I, Applied Suicide Intervention Skills Training (ASIST), First Aid (CPR & AED), and the Pride Centre’s Positive Space.


This position is in scope of CUPE 1975.


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