Administrative Assistant

University of Regina; Saskatchewan; On-site; CAD 44,000 - 60,000; Full time

Job summary

An established industry player is seeking an Administrative Assistant to support its dynamic Science departments. This role is vital for ensuring smooth operations, managing schedules, and facilitating communication between departments and external entities. The successful candidate will handle a variety of tasks, from event planning to financial management, all while fostering a collaborative environment. With a commitment to professional growth, work-life balance, and inclusivity, this position offers a unique opportunity to make a meaningful impact within a vibrant academic community. Join a team that values innovation and diverse perspectives, and help shape the future of education.

Benefits

Health/Dental/Vision Benefits

Flexible Spending Account

Defined Benefit Pension Plan

Professional Development Opportunities

Work-Life Balance

Dynamic and Inclusive Workplace

Qualifications

• Grade 12 supplemented by a recognized business course is required.
• Minimum of three years’ experience in a university setting preferred.

Responsibilities

• Manage the Department Head’s calendar and departmental activities.
• Serve as the liaison connecting departments with external entities.
• Oversee administrative tasks like payroll, scheduling, and logistics.

Skills

Microsoft Office (Word, Excel, Access, Outlook)

Event Planning

Records Management

Customer Service

Interpersonal Skills

Confidentiality Maintenance

Office Practices

Communication Skills

Education

Grade 12 with recognized business course

3 years experience in a university environment

Tools

Caspur Reports

Banner

FAST

Job description

Administrative Assistant

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Position Details

Posting Summary Competition Number 20250547A/S

Position Title: Administrative Assistant

Faculty/Department: Faculty of Science

Unit: Science-Other

Employee Group: CUPE 5791

Collective Agreement Consideration: Open with preference given to CUPE 5791 members (NON-RESEARCH)

CUPE 5791 Job Family: Operational Services

Category: Staff

Number of Vacancies: 1

Position Summary

Are you ready to be the backbone of our Science Departments? We’re seeking our next Administrative Assistant to join our team!

Reporting to the Faculty Administrator, you’ll be the driving force behind the smooth operation of our Computer Science, Earth Sciences, and Mathematics & Statistics departments.

What You’ll Do:

• Be the administrative backbone of the dynamic Science departments at College West, supporting both student programs and faculty research endeavors.
• Masterfully manage the Department Head’s calendar, ensuring seamless coordination and execution of departmental activities.
• Serve as the front line liaison, connecting our departments with other offices, individuals, and external entities, tackling a wide array of daily challenges head-on.
• Collaborate with university offices to conquer administrative tasks like payroll, course scheduling, textbook orders, and travel arrangements with finesse.
• Take charge of the intricate process of recruiting new faculty members and lab instructors, orchestrating every detail from interviews to financial logistics.
• Craft compelling memos, reports, and academic materials, overseeing their production and distribution with precision.
• Keep the department well-equipped and operational, overseeing supplies, equipment, and facilities with a keen eye for detail and efficiency.
• Add your touch to departmental events and conferences, ensuring they run smoothly and leave a lasting impact.
• Navigate financial waters adeptly, managing purchasing card transactions, reconciling data, and ensuring compliance with university policies.
• Maintain the digital face of the departments, updating and enhancing departmental websites with up-to-date information and engaging content.
• Keep the wheels turning smoothly by managing supplies, verifying travel claims, and implementing policies and procedures as needed.
• Keep the department’s records in shipshape, gathering, updating, and maintaining data with meticulous care.
• Foster intellectual exchange by organizing captivating weekly seminars that inspire and inform.
• Champion academic excellence by administering scholarships, processing graduate student applications, and overseeing visiting scholars and adjunct professors.
• Above all, embrace the diverse and dynamic nature of your role, tackling any challenge with enthusiasm and professionalism.
• Plus More: Be ready to take on additional related tasks as assigned – your role is dynamic and essential to our success!

Why Join Us?

At the University of Regina, we’re more than just a campus – we’re a community!

• Meaningful Impact: Your work directly contributes to creating a better environment for students, faculty, and staff.
• Professional Growth: We support your development, offering opportunities for advancement and learning.
• Work-Life Balance: We value your well-being and know your personal life is most important!
• Dynamic and Inclusive Workplace: We value diversity and inclusivity. You’ll be part of a team that celebrates different perspectives, backgrounds, and experiences, making every day an opportunity for personal growth.
• Innovation Culture: We encourage fresh ideas and innovative thinking.
• Competitive Compensation: We offer competitive compensation package and benefits to reward your talent. A few of these benefits include Health/Dental/Vision Benefits, flexible spending account, Defined Benefit Pension Plan, and much more!

Position Requirements

What You’ll Bring to this Position:

• Grade 12 supplemented by the successful completion of a recognized business course.
• Minimum of three years’ experience, preferably within a university environment.
• An equivalent combination of education, training, and experience may be considered.

Skills That Will Ensure Your Success in the Role:

• Knowledge of the University’s programs, policies, and procedures with an emphasis on courses offered by the Faculty of Science is an asset.
• Ability to make administrative/procedural recommendations on sensitive and confidential issues.
• Ability to maintain confidentiality of records and information.
• Demonstrated knowledge and skill in the use of Microsoft Office (Word, Excel, Access, and Outlook-MS365) and complex databases such as CASPUR Reports, Banner, and FAST.
• Experience providing support with event planning.
• Knowledge and skill in maintaining websites would be an asset.
• Demonstrated knowledge of generally-accepted accounting principles, procedures, and processes.
• Knowledge of the University community and administrative offices is an asset.
• Knowledge of supplies, services, and equipment ordering and inventory control.
• Experience in records management and tracking of information.
• Ability to communicate effectively, both verbally and in writing.
• Ability to understand and execute oral and written instructions.
• Ability to work independently with minimal supervision.
• Ability to provide excellent customer service and use sound judgement and quick thinking.
• Ability to create, compose, and edit written materials.
• Ability to organize multiple tasks and meet deadlines while maintaining accuracy and attention to detail.
• Demonstrated knowledge of and skill in office practices, principles and procedures.
• Strong interpersonal skills to establish and maintain cooperative working relationships with domestic and international students, staff, and the general public.
• Training related to EDI and Four Seasons of Reconciliation would be an asset.
• Skill in the use of operating basic office equipment.
• Ability to understand and comply with University health and safety requirements and all safe work procedures and practices application to this position.
• Ability to identify and report unsafe acts, workplace hazards, and incidents that result (or could result) in injury, illness, or environmental damage.
• Ability to work and encourage others to work and act safely.

Additional Information

Pay Grade: CUPE Phase 4

Salary Range: $44,262.40 - $59,768.80 annually

Status: Term

Work Hours: Monday – Friday 8:00 a.m. – 4:30 p.m.

Duration (if Term/Temporary): May 1, 2025 - April 30, 2026 (with the possibility of extension or becoming permanent)

Full-Time/Part-Time: Full Time

Preference Posting: No Preference

Target Posting: Not Targeted

Contact Information

Job Open Date: 04/16/2025

Job Close Date: 04/22/2025

Open Until Filled: No

Diversity Statement

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.

Documents Required

Required Documents

• Resume/Curriculum Vitae
• Cover Letter

Optional Documents