Executive Assistant

Job title:

Executive Assistant

Company

University of Saskatchewan

Job description

Executive AssistantThe Provincial Department of Emergency Medicine is an academic and clinical department within the College of Medicine, University of Saskatchewan, and the Saskatchewan Health Authority. As such, the Executive Assistant to the Provincial Head will provide support and build relationships within the context of large and complex organizations, including the University of Saskatchewan and the Saskatchewan Health Authority, and serve as a guide and resource to others who must navigate both environments.Primary Purpose: This position will provide confidential and high-level support to the Provincial Head of Emergency Medicine within the Provincial Department of Emergency Medicine. The position will provide administrative support to allow the Provincial Department senior leadership to function effectively, aiding in all aspects of program management and keeping with the Department’s strategic priorities.Nature of Work: Under the direction of the Provincial Head, while reporting to the Manager of the Department of Emergency Medicine, this position interacts with a diverse group of individuals, including faculty, students, staff, clinical partners and other stakeholders. The incumbent will be required to work in a complex and ever-changing environment and adapt to shifting priorities and timelines, as well as frequent interruptions. Establishing and maintaining relationships that support collaboration and problem-solving and the ability to exercise professional judgment to make recommendations and decisions, with confidence, regarding issues or special assignments is essential for success in this complex position. Considerable discretion is required as this position is privy to and handles highly sensitive and sometimes confidential information. The position is responsible for ensuring that day-to-day work is completed accurately and that information provided to others, both on and off campus, is correct. The successful candidate will contribute to a positive, diverse, inclusive work and learning environment by actively engaging in mentoring, self-awareness learning opportunities, relationship building, and communication. This position requires the ability to work flexible hours, including occasional evenings and weekends based on the needs of the Provincial Head. Lieu time will be provided for time worked outside of regular business hours.Accountabilities:AdministrativeProvides confidential, comprehensive, effective and efficient administrative support to the Provincial Head, Emergency Medicine including but not limited to:

• Strategically manage the Provincial Head’s calendar to ensure a balance between meetings and office/work time to address priority tasks
• Book meetings, venues, and information technology supports, including Webex, Zoom, Microsoft Teams and other platforms
• Prepare meeting agendas, accurately record minutes, track action items and timelines and ensure the assigned individuals complete action items
• Ensure priorities and deadlines are met and that correspondence is handled accurately, efficiently, professionally and confidentially.
• Arrange travel logistics, ensuring necessary approvals and expense reports are initiated.
• Prepare, gather, save/file and relay confidential information and material regularly.
• Oversee Department reports and website updates; initiates, collates, drafts, and finalises information
• Initiates and keeps records of provincial Faculty appointments, renewals, evaluations, promotions and tenures
• Organizes and facilitates events, arranging all logistics while complying with university guidelines
• Assists with special projects as needed
• Works closely with both CoM and SHA to support strategic planning
• Initiates and oversees continuous improvement processes supporting strategic planning and efficient use of human and financial resources.
• Oversees Administrative Policies
• Oversees all central administrative responsibilities such as filing, facilities (Office assignment/furniture), staff onboarding needs, and equipment and logistics issues

Supervisory

• Supervision of Clerical Assistant(s) tasked with Provincial Department Administrative support
• Collaborate with the Manager to facilitate hiring, on-boarding and off-boarding of all department employees
• Assist the Provincial Head with physician and faculty recruitment
• Preparation of leadership contracts, renewals and payments

Financial

• Manages purchase orders, invoices, cheque requisitions, P-card procurement, journal vouchers, honorariums, etc. and required financial transactions for the provincial Department
• Provides effective administration of the Department’s financial resources
• Manages capital equipment inventory and ensures purchasing guidelines are adhered to
• Prepares material needed to assist the Provincial Head with budget submissions related to the operations of the Department
• Facilitates all administrative work required for academic teaching payments, invoicing, and academic teaching payment reports
• Collaborates with the Manager to ensure effective management of the Department’s operating budget and other financial accounts

Education: Completion of grade 12 is required. Successful completion of a business or administrative program is needed. Completion of a Project Management course would be considered an asset. A combination of education and experience may be considered.Experience: A minimum of five years experience providing confidential administrative support to senior-level administrators within a fast-paced and highly dynamic office environment, preferably in an academic healthcare/university setting, is required. Experience working and collaborating in diverse and inclusive settings is needed. Knowledge of the University of Saskatchewan and Saskatchewan Health Authority regulations and procedures would be an asset. Experience with UniFi, Banner, FAST, Concur and Crystal Reports would be an asset. Preference will be given to candidates with previous supervisor experience.Skills: Proficiency in Microsoft Office programs and virtual meeting platforms; Strong organization skills; Ability to work independently, as well as part of a team, is essential. Effective use of judgment, confidentiality and discretion when handling sensitive issues; Effective verbal and written communication skills; Flexible and open to diverse views and ways of doing. Experienced ability to support strategic goals and recognize how short-term tasks align with longer-term goals.Department: College of Medicine – DnOffce
Status: Permanent
Employment Group: ASPA
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $52,050.00 – 81,328.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Specialist Professional
Salary Phase/Band: Phase 1
Posted Date: 2/24/2025
Closing Date: 4/6/2025 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus
The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. 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 to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. 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.

Expected salary

$52050 – 81328 per year

Location

Saskatoon, SK

Job date

Tue, 25 Feb 2025 00:35:42 GMT

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