Executive Assistant

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Primary Purpose: This position will provide confidential and high-level support to the Associate Dean and the Director of the School of Rehabilitation Science. The position will be instrumental in providing administrative support to allow SRS senior leadership and the administrative team to function effectively, aiding in all aspects of program management, in keeping with the School of Rehabilitation Science’s (SRS) strategic priorities.Nature of Work: The Executive Assistant (EA) reports directly to the Associate Dean and the Director, and will interact with a diverse group of individuals including faculty, students, staff, clinical partners, and other stakeholders. Establishing and maintaining relationships that support collaboration and problem solving, is essential for success in this complex position. The EA will be expected to provide leadership and oversight to administrative staff and collaborate with faculty and staff to ensure effective management of projects, communications, and activities.The EA will be required to work in a complex and ever-changing environment, adapting to shifting priorities and timelines, and frequent interruptions. Considerable discretion is a requirement, as this position is privy to, and handles, highly sensitive and at times confidential information. The ability to exercise professional judgment to make recommendations and decisions, with confidence, regarding issues or special assignments, is essential. The incumbent is responsible for ensuring day-to-day work is completed accurately and information provided to others, both on and off campus, is correct.The successful candidate will contribute to a positive, diverse, and inclusive work and learning environment by actively engaging in mentoring, self-awareness learning opportunities, relationship building, and communication.Accountabilities:Administrative Responsibilities

• Effectively represents SRS senior leadership in all contacts, ensuring the appropriate level of professionalism, tone and interest are projected, dealing with issues and concerns, solving, or referring problems as they arise.
• Provides confidential, comprehensive, effective, and efficient administrative support to the Associate Dean and Director.
• Ensures priorities and deadlines are met, and that correspondence is handled accurately, efficiently, professionally, and confidentially.
• Uses judgment, confidentiality and discretion when handling sensitive issues.
• Preparing, gathering, and relaying confidential information and material on aregular basis.
• Typing, formatting, copying, and distributing files and retrieving correspondence, reports, and documents of a routine or confidential nature.
• Strategically managing the Associate Dean and Director’s schedules.
• Oversees School reports; initiates, drafts, for the Director and/or the Associate Dean.
• Oversees central administrative responsibilities such as filing (Jade), facilities (Office assignment/furniture), staff onboarding, and equipment and logistics issues.
• Oversees Administrative policies.
• Completes and is accountable for content in major reports such as Part-Time Teaching Support, Financial Reports, and Accreditation reports.
• Assists and keeps records of Clinical Faculty appointments related to Faculty Council
• Coordinates and/or assists with special projects as needed.

Supervisory Support

• Acts as the people leader for administrative staff, strategically managing SRS administrative support, including regular performance reviews and oversight and assignment of work duties including but not limited to:
• expense reporting and submission, meeting support (minute taking/follow up).
• recruitment process by scheduling meetings, contacting candidates, and preparing and distributing recruitment information to hiring committee.
• assigns duties to support other committee work including Awards, Clinical Education, and Curriculum.
• Assists with employment hiring process and orientation for new staff.

Financial Responsibilities

• Provides effective administration of the School’s financial resources; manages School operating budget and other financial accounts.
• Manages capital equipment funds and ensures purchasing and other funding deadlines are met.
• Prepares material needed to assist the Associate Dean and/or the Director with budget submissions related to the operations of the School.
• Manages budget allocations, revenues, and expenditures effectively.
• Advises the Associate Dean and Director on budget matters and advises on best practices.
• Prepares budget reports for the Associate Dean and Director.
• Manages all purchase orders, invoices, cheque requisitions, P-card procurement, invoices, journal vouchers, etc. and all money transactions for the School.
• Manages all administrative work required for part time teaching services, e.g. proposal of part time hours; collation of teaching hours; invoicing; payment of teaching hours for PT Clinics and clinicians in the community.
• Provides oversight for payroll for PT students, honorariums, and others.
• Collaborates with College of Medicine Manager and Financial unit regarding management of financial resources for the School.

Human Resource Responsibilities

• Assists the Director with search committee support for recruitment and hiring of new faculty; hiring and orientation for sessional lecturers and other part-time teaching support;
• Assists the Associate Dean and Director with staff hiring.
• Assists with on-boarding and off-boarding of all SRS employees.
• Assists the Director with collegial processes, including renewal of probation, tenure, promotion, sabbatical leaves, and salary review.

Education: Completion of a Business Administration Diploma would be considered an asset.Completion of a Financial Management and/or Project Management course would be considered an asset. A combination of education and experience will be considered.Experience: A minimum of two years of progressively responsible experience providing support to senior level administrators, preferably in an academic healthcare/university setting, is required. Experience working and collaborating in diverse and inclusive settings is required.Experience with USask processes and functions, including human resources, payroll, budgeting, accounting and payment services, and information technology is preferred. Experience in effectively supervising others is required.Skills: Proficiency in Microsoft Office programs, including Excel, and virtual platforms including Zoom and Teams is required; Experience with University based programs (Banner, AboutUs, Unifi) would be considered an asset; Strong organization and supervisory skills are required; Ability to work independently, as well as part of a team are essential.Self-motivated with the ability to show initiative; work on multiple projects, in a diverse environment and to meet deadlines; ability to problem-solve effectively in an independent manner with analytical skills is preferred.Department: School of Rehabilitation SciStatus: Term 12 months with the possibility of extensionEmployment Group: ASPAFull Time Equivalent (FTE): 1.0Salary: The salary range, based on 1.0 FTE, is $49,301.00 - 77,033.00 per annum. The starting salary will be commensurate with education and experience.Salary Family (if applicable):Specialist ProfessionalSalary Phase/Band:Phase 1Posted Date: 10/20/2022Closing Date: 11/2/2022Number of Openings:1Work Location:On SiteThe 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.phpCriminal Record Check:Not ApplicableDriver’s License and Abstract Check:Not ApplicableEducation/Credential Verification:Not ApplicableVulnerable Sector Check:Not ApplicablePlease review the University of Saskatchewan’s health and safety requirements for faculty, staff and students 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.