New job Administrative Assistant, Faculty of Engineering & Applied Science in Saskatchewan
Administrative Assistant, Faculty of Engineering & Applied Science
Company : University of Regina
Salary : $41,241 - $55,710 a year
Location : Saskatchewan
Full Description
The Faculty of Engineering and Applied Science is responsible for administrative aspects related to approximately 1000 undergraduate students and 330 graduate students. The incumbent will provide a range of support services including front-line and administrative work to students, staff and the public. It is expected that the incumbent will have excellent interpersonal skills and attention to detail in correspondence and maintaining accurate records. Work is performed with general supervision, subject to multiple, competing deadlines and priorities and frequent interruptions. We are looking for someone that enjoys working with people and building connections.
- Initial point of contact for graduate students and undergraduate students which includes answering students’ general questions about application status, registration procedures, office space, financial awards, etc.;
- Coordinate and track the receipt of new graduate admission applications;
- Assign study space and key cards for students; maintain database of all key cards issued within the Faculty of Engineering & Applied Science;
- Maintain student files;
- Assist faculty members in coordinating financial support/awards including creating awareness and the notification of students;
- Coordinate and manage graduate course scheduling;
- Complete job postings, complete spreadsheets, prepare appointment letters and process electronic payroll for graduate students including markers, invigilators, teaching assistantships, and research stipends;
- Ensure that information indicated on the Engineering Graduate Studies & Research website is current and up-to-date;
- Coordinate thesis defenses. Create and maintain an alumni database for all graduate students;
- Operate within a teamwork structure and provide backup assistance in the General Office, which would include assisting undergraduate queries, sorting mail, answering telephones, etc.;
- Administrative responsibility for the Graduate Studies Committee in scheduling meetings, agenda coordination and keeping records of meetings;
- Liaise with Human Resources, Graduate Studies, Facilities Management and other units on campus as required;
- Other job related duties as assigned.
- Graduation from Grade 12 supplemented by the successful completion of a recognized business course with a minimum of three years experience related to the duties specified. An equivalent combination of education and experience may be considered. Completion of some university level classes is considered an asset;
- Demonstrated intermediate to advanced knowledge of MS Office applications including Word, Excel and Powerpoint;
- Demonstrated knowledge of office practices, principles and procedures;
- Demonstrated experience entering payroll; Banner EPAF experience preferred;
- Demonstrated experience providing executive support to committees, including agenda development, scheduling, minute taking and transcription and meeting package distribution;
- Experience with scheduling;
- Demonstrated experience and ability to apply university, government and departmental academic policies and procedures; preference for Faculty of Engineering;
- Experience using University information systems such as Banner, Caspur reports, FAST and Groupwise; experience using other equivalent business systems may be considered;
- Experience in web content development; Cascade experience preferred;
- High level of organizational skills and ability to prioritize and handle multiple tasks efficiently and meet deadlines while maintaining accuracy;
- Ability to work independently and as part of a team in a fast paced office environment;
- Ability to work with minimal supervision and make informed, independent decisions in accordance with established policies and procedures;
- Demonstrated ability to communicate effectively orally and in writing;
- A demonstrated ability to be courteous and tactful with everyone and ability to maintain effective working relationships with other employees;
- Knowledge of graduate programs an asset.
Monday to Friday, 8:15 am to 4:30 pm
Duration (if Term/Temporary) November 25, 2021 with option to extend or become permanent Full-Time/Part-Time Full Time Preference Posting Target PostingApplicants must submit a cover letter and an updated resume that clearly states how they meet the posted qualifications.
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.