Clerical Assistant, College of Medicine Operations

Primary Purpose: To provide efficient administrative support to the Dean’s Office in the College of Medicine. Nature of Work: This position works collaboratively to support the College of Medicine, including, but not limited to, finance, projects, information technology, communications and advancement. Working at the reception desk in the dean's office, this position interacts with a diverse group of individuals, including both internal and external stakeholders and contributes to a welcoming and professional environment. The incumbent will require the ability to build relationships with numerous stakeholders, demonstrate excellent judgement and discretionary decision-making, as well as proficiency with administrative technologies. The work encompasses a broad range of duties that involve competing deadlines, peak periods and situations that require both the ability to work independently as well as part of a team. Exceptional interpersonal and communication skills are essential, with the ability to convey information clearly, exercise diplomacy, and adapt communication style to a wide range of audiences and situations. At times, the work involves sensitive and confidential matters and requires the ability to handle a fast-paced environment, frequent interruptions, and multiple and often conflicting deadlines and priorities. Typical Duties/Accountabilities: Provide comprehensive administrative support including calendar management, meeting coordination, preparation and distribution of agenda and minutes, travel logistics, expense submissions and tracking Support committee functions and facilitate communication among stakeholders, ensuring effective coordination and follow-up Facilitate effective communication and collaboration among key stakeholders, both internal and external, including faculty, staff, university administration, external agencies, and senior administrators Analyze, create, and prepare various documents, reports, presentations, and packages for the COO and Directors in a timely and accurate manner Financial operations support including for budget and quarterly reporting process; financial data entry, data consolidation and document formatting; monthly credit card processing; payment of account invoices for operations teams including Projects, Communications, and the COO Provide data entry support to the operations units (projects communications) for regular financial reporting, including reconciliations of actuals/expenses Organize office mail for operations teams Manage various email accounts including scanning all items requiring payment, deposit, or forwarding Reconcile regular Pcard payments Support for connection point requests including external venue contracts, procurement forms, etc. Answer, direct, follow-up and manage various communications (in person, electronic). Manage Dean’s Office communication lists, contact information, etc. Coordination of operations team events including but not limited to USask room booking, organizing internal/external venues, information technology requirements ordering catering Templates – Creation, distribution, updates Coordination of IT services which may include room booking, online meeting requests, and video conferencing General office tasks which may include but not limited to ordering/restocking office supplies; providing basic IT and printing troubleshooting advice; staff deliveries including for appreciation, sympathy, events, ; general information and reception for office; facilities request support, office-wide communications/ calendar invites Other duties as assigned Qualifications Education: A post-secondary certificate or diploma in a business administration or administrative assistant program is required. Experience: Three to five years of related experience providing confidential administrative support within a fast-paced and highly dynamic office environment. Experience working with Microsoft Office programs, including Word and Excel, is required. Experience working in diverse and inclusive environments is required. Website support experience and knowledge of university processes and procedures are an asset. Skills: Demonstrates effective interpersonal, analytical, written, and verbal communication skills Demonstrates ability to function in a high-volume setting with numerous and conflicting deadlines Demonstrates public relations skills, including the ability to interact effectively with the public, faculty, staff, and students Ability to work independently and as part of a team Ability to foster a cooperative work environment within a complex partnership/organizational structure Handle all interactions with tact, discretion, confidentiality, and cultural sensitivity Ability to recognize and implement approved changes in policies/procedures in a timely and effective manner Self-motivated and exercises initiative in all aspects of required duties Accurate meeting notetaking Demonstrates ability to set prudent priorities while achieving goals and objectives in an appropriate time frame