Clerical (Executive) Assistant to the Provincial Head

The Provincial Department of Medical Imaging is a clinical and academic Department in the College of Medicine, USask.  This position will collaborate with their job-share colleague to ensure daily reception and administrative supports are provided to over 100 clinical and academic faculty, residents and department staff.

Primary Purpose: This position effectively provides administrative support to the Provincial Head and to the Manager, Finance and Administration to assist in the overall administrative activities of the Provincial Head’s Office. The Executive Assistant is the first point of contact for the Department and is expected to lead and foster a culture of belonging and engagement for learners, faculty and staff within the Department.

Nature of Work: The Executive Assistant reports to the Manager, Finance and Administration with day-to-day duties guided by the Provincial Head and Manager. This position provides support for the Provincial Head of the Department of Medical Imaging within the College of Medicine. A Provincial Headship involves leadership responsibilities at both the University of Saskatchewan (USask) and the Saskatchewan Health Authority (SHA) therefore this position provides support and builds relationships within the context of large and complex organizations, including the University of Saskatchewan and the Saskatchewan Health Authority, and serves as a guide and resource to others who must navigate both environments. The position works onsite in the Department and is responsible for reception and daily operations of the Provincial Head office and academic department.

Work is performed in a confidential setting and some components of this work may involve handling patient related information. Work is done with minimal supervision in a fast-paced environment, subject to multiple, conflicting deadlines and priorities, with frequent interruptions therefore discretion and judgement must be used to set priorities and meet deadlines. Professional working relationships must be established and maintained with a diverse group including students, faculty, staff, SHA staff and various other stakeholders. The work also requires a proactive approach in a complex, academic and clinical environment and the ability to work and communicate effectively and cooperatively, by a variety of methods. Work must consistently meet high standards of quality and precision. Impact of error is high as the position is solely responsible to ensure day to day work is completed accurately and information provided to others in correct.

Typical Duties or Accountabilities:

Provincial Head Administrative Support:

• Responsible for the day-to-day administrative support which includes collecting and distributing faxes and mail, arranging travel, booking meetings through the coordination of calendars and schedules, booking required spaces, procuring food, and reserving equipment i.e. videoconferencing, and ensuring necessary supplies are available for the department head office.
• Coordinate IT and equipment needs for the office, including ensuring IT software and equipment is updated and functioning.
• Prepare agendas and meeting minutes, track action items and timelines and ensure accountable parties are aware of the action items and timelines – For departmental meetings, Canada Research Chair searches, and committee meetings ex. Provincial Executive Committee, Departmental Research Committee, and Academic Council Committee
• Draft and distribute administrative letters, memos, and correspondence.
• Provide administrative support for collegial requests i.e., faculty assignments of duties, salary reviews, and annual reviews.
• Assist with collegial processes by collecting and submitting faculty CV’s forms and relevant dossiers.
• Assist the Provincial Head with faculty teaching appointments, renewals, promotions and tenures and administrative processes.
• Provide necessary background information on documents requiring signature or further decision making.
• Prepare and distribute the weekly schedule
• Coordinate departmental rounds (i.e., Grand Rounds, Journal Club), including scheduling, arranging presenters and ensuring all logistic details including effective functioning IT supports.
• Support Special Projects, ex. External Review, provide admin support in collecting academic/clinical activities throughout the department, drafting document for external reviewers, plan their visit, meals, travel etc.
• Create, collate and distribute the department’s annual report.
• Organize and facilitate department events.
• Prepare the Monthly call schedule and quarterly report for physicians’ after-hours coverage of the Medical Imaging Department.
• Create and distribute newsletters and other communications.
• Other duties as assigned i.e., cross coverage for Program Administrator to support PGME admin work, assist with onboarding of new staff, assist in developing new departmental process, etc.

Support for Manager, Finance and Administration:

• Prepare various financial service documents and assist faculty and staff with the University’s Concur system including obtaining access, providing support on the submission process, and ensuring the University expense guidelines are followed.
• Prepare submissions for invoice payments, PCard transactions and other financial requests based on USask policy and procedures.
• Ensure the responsible use of department funds that are aligned with USask financial policies.
• Address faculty, staff and Resident needs with respect to equipment, supplies and furniture
• Ensure all Departmental equipment is properly tagged and inventoried and disposing of surplus assets with regards to the proper administrative procedure
• Assist with staff recruitment and interview process
• Other duties as assigned

Education: Grade 12 and successful completion of a business/administrative program. An equivalent combination of training and experience may be considered.

Experience: Three to five years of related experience in a University Health Care environment in an administrative role. Experience working in a diverse and inclusive environment is required.

Skills: 

• Ability to work independently and collaboratively in a highly confidential team environment with a demonstrated commitment to ongoing Department development.
• Coordinating and undertaking multiple projects with competing demands and deadlines while maintaining a high degree of efficiency and accuracy.
• Exceptional interpersonal and communication skills – both written and verbal.
• Exceptional organizational, problem-solving and decision-making skills.
• Knowledge of common office software including Microsoft office- Email, Word, Excel, PowerPoint, SharePoint, Zoom and WebEx, and other University and Health Authority software.

Inquiries regarding this position can be directed to Nataghia Doré at 306-230-7468.

Department: Medical Imaging

Status: Term 12 months with the possibility of extension or becoming permanent

Employment Group: CUPE 1975

Shift: Monday & Friday 8:00-4:30, Tuesday/Thursday 8:00-12:00pm

Full Time Equivalent (FTE): 0.5

Salary: The salary range, based on 1.0 FTE, is $28.44 – 37.23 per term. The starting salary will be commensurate with education and experience.

Salary Family (if applicable): Operational Services

Salary Phase/Band: Phase 5

Posted Date: 10/12/2022

Closing Date: 10/18/2022

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: 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

Please review the University of Saskatchewan’s health and safety requirements for faculty, staff andstudents 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.