Administrative Assistant / Assistante administrative

Saif Sk; Regina; Hybrid; CAD 46,000 - 62,000; Full time

Benefits offered by this job

Health, Dental and Vision benefits

Defined Contribution Pension Plan

Flexible spending options

Job summary

La Cité Universitaire Francophone is seeking an Administrative Assistant to support students and academic units in a bilingual, collaborative environment at the University of Regina. You will handle reception, student registrations, payments, events, and document management, while coordinating calendars and communications to ensure smooth operations.

The role emphasizes bilingual service, professional conduct, and initiative in handling non-credit programs, course evaluations, and reporting.

Qualifications

• Grade 12 education plus a recognized admin program.
• At least three years of clerical or administrative experience.
• Bilingual proficiency in French and English, written and spoken.

Responsibilities

• Provide reception services, welcome visitors, answer inquiries and respond to requests.
• Register students and process tuition payments and financial transactions.
• Assist with planning and coordinating events, activities, conferences, and programs.
• Maintain schedules and calendars for meetings, courses, and La Cité activities.
• Coordinate meetings, prepare agendas, record minutes, and distribute follow-up materials.
• Sort and manage mail and correspondence; maintain filing systems and records.
• Draft and distribute correspondence and administrative documents.
• Coordinate course evaluations and prepare reports for non-credit programs.
• Track enrolment statistics and prepare planning reports.

Skills

Bilingual (FR/EN)

Customer service

Education

Grade 12 education

Admin program certificate

Tools

Microsoft Office

Word

Excel

Outlook

Job description

Competition Number

20260158A/S

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

At La Cité Universitaire Francophone, you will be part of a collaborative bilingual environment dedicated to supporting students and delivering high-quality academic programs and services. We are seeking a highly organized, collaborative, and service-oriented professional to join La Cité as an Administrative Assistant.

In this role, you will provide comprehensive administrative, operational, and student support to La Cité’s Administration and Academic units. As a key point of contact for students, faculty, staff, and visitors, you will help coordinate day-to-day activities and support the effective delivery of academic programs and services. This is an opportunity to contribute to a dynamic bilingual educational environment while building positive relationships and helping create a welcoming and supportive experience for the La Cité community.

What You’ll Do:

• Provide reception services, welcome visitors, answer inquiries, and respond to telephone, email, and in-person requests.
• Register students and process tuition payments and other financial transactions.
• Assist with the planning and coordination of events, activities, conferences, programs, and special initiatives.
• Maintain schedules and calendars for meetings, conferences, non credited courses, and other La Cité activities.
• Coordinate meetings by arranging logistics, preparing agendas, recording minutes, and distributing follow-up materials.
• Sort, distribute, and manage incoming and outgoing correspondence and mail.
• Maintain, update, and organize electronic and physical filing systems, databases, and records.
• Draft, edit, proofread, and distribute correspondence, appointment notices, reports, and administrative documents.
• Coordinate course evaluations and prepare statistical summaries and reports for the non-credit programs.
• Track enrolment non-credit program statistics and prepare reports for planning purposes.
• Contribute to the organization of the immersion programs.
• Prepare and coordinate student research assistant, sessional instructor, non credited sessional lecturer, and part-time student job postings.
• Submit all Footprints tickets for permanent and part-time employees, instructors, sessional lecturers (for credited and non credited programs), students and other hiring statuses.
• Occasionally prepare and coordinate general and sessional workflow documentation when the administrative accounting assistant is absent.
• Maintain records management practices, including archiving and confidential document shredding.
• Provide advice and guidance to students, faculty, and staff regarding administrative procedures, policies, and processes.
• Contribute to the inventory and equipment management and ensure that common spaces are maintained and clean.
• Assist the team with special projects and other administrative initiatives as required.
• Perform other related duties that contribute to the success of La Cité and the University of Regina.

Why Join Us?

At the University of Regina, we're more than just a campus, we're a community dedicated to learning, collaboration, and student success.

• Meaningful Impact: Support students, faculty, and staff while contributing to the success of a vibrant Francophone academic community.
• Professional Growth: Develop your skills across student services, academic administration, financial processes, event coordination, and operational support.
• Collaborative Environment: Work alongside committed colleagues, faculty members, and university partners in a supportive team environment.
• Diverse and Dynamic Work: Enjoy a varied role where no two days are the same, balancing student support, academic coordination, and administrative operations.
• Competitive Compensation: We offer a comprehensive compensation and benefits package, including Health, Dental and Vision benefits, flexible spending options, a Defined Contribution Pension Plan, and more.
• Work-Life Balance: We value employee well-being and support a healthy balance between professional and personal commitments.

Position Requirements

What You’ll Bring to the Position:

• Grade 12 education supplemented by the successful completion of a recognized business or administrative program.
• A minimum of three years of progressively responsible clerical or administrative experience.
• An equivalent combination of education, training, and experience may be considered.
• Bilingual proficiency with excellent written and spoken French and good written and spoken English.

Skills That Will Ensure Your Success in this Role:

• Demonstrated knowledge and proficiency in Microsoft Office applications, including Word, Excel, Outlook, and related office technologies.
• Strong understanding of office administration practices, principles, and procedures.
• Excellent customer service and receptionist skills with the ability to respond professionally and efficiently to inquiries from students, faculty, staff, and the public.
• Experience processing financial transactions, payments, receipts, deposits, invoicing, and related accounting procedures.
• Demonstrated ability to manage calendars, schedule appointments, and coordinate room bookings and events.
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
• Strong writing, editing, proofreading, and document preparation skills.
• Excellent organizational skills with the ability to prioritize multiple tasks and meet competing deadlines.
• Strong attention to detail and commitment to accuracy.
• Ability to exercise sound judgment, solve problems, and adapt to changing priorities while working within established guidelines.
• Experience maintaining databases, records management systems, and filing systems.
• Ability to prepare reports, statistical summaries, and administrative documentation.
• Strong interpersonal, communication, and relationship-building skills.
• Demonstrated ability to work effectively both independently and as part of a collaborative team.
• Knowledge of university administrative and academic processes is considered an asset.

Physical Demands

Pay Grade

CUPE Phase 4

Salary Range

$45,591.00 to $61,570.60 annually

Status

Term

Work Hours

Monday to Friday, 8:14 to 4:30

Duration (if Term/Temporary)

18 months (with possibilty of extension or becoming permanent)

Full-Time/Part-Time

Full Time

Preference Posting

No Preference

Target Posting

Not Targeted

Job Open Date

09/21/2026

Job Close Date

09/27/2026

Safety Statement

The University is committed to maintaining a safe and healthy workplace and strengthening a culture of safety across the campus community. All employees share responsibility for contributing to a safe working environment.

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 Saskatchewan Human Rights Code, 2018.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Are you bilingual, proficient in French and English, both in speaking and writing? Kindly elaborate on your proficiency levels in both languages.(Open Ended Question)