Administrative Assistant I

Canadian Association of Labour Media; Regina; Hybrid; CAD 60,000 - 72,000; Full time

Job summary

The University of Regina Faculty Association (URFA) is seeking an Administrative Assistant I to provide front-line reception and broad administrative support in a hybrid role. The position includes managing the URFA filing system, coordinating meetings, and supporting URFA events and committees.

The successful candidate will have an office administration certificate and at least five years of experience, strong MS Office and Zoom skills, and the ability to handle confidential information with

Qualifications

• Certificate in office administration or relevant field; five years of experience preferred.
• Proficient with Microsoft Office and database applications.
• Experience with Zoom or video conferencing platforms.
• Strong organization, prioritization and deadline management abilities.
• Ability to handle confidential information with discretion and work independently.

Responsibilities

• Serve as the primary first point of contact for the URFA office via phone, email, and in person.
• Manage filing system (physical and digital) and archive per policy.
• Process incoming mail and handle outgoing mail and correspondence.
• Manage office calendar, schedule meetings, and coordinate appointments.
• Coordinate room bookings, catering, and logistics for meetings and events; assist with front desk duties.
• Prepare agendas, minutes, and staff meeting packages; file motions for retrieval.
• Format and prepare collective agreements for printing; compile orientation materials.
• Enter and retrieve data in URFA databases and filing systems; support staff as needed.
• Maintain committee membership records and assist with communications and onboarding.

Skills

Microsoft Office

Zoom

Communication skills

Discretion

Reception

Education

Office administration certificate

Tools

Sync

URFA databases

Job description

Administrative Assistant I

The University of Regina Faculty Association (URFA) is a union representing seven bargaining units of more than 1,500 academic, administrative, professional, and technical members working for Campion College, First Nations University of Canada, Luther College, and the University of Regina. Our office is situated on Treaty 4 territory, the traditional lands of the Nêhiyawak, Anihšināpēk, Dakota, Lakota, and Nakota, and the homeland of the Métis/Michif Nation.

Summary of position

Working under the direction of the Administrative Director, the Administrative Assistant I provides front-line reception and general administrative support to the URFA office and manages the URFA filing system. As the office’s first point of contact, the position greets and directs members and visitors, handles incoming mail (including the URFA mailbox at the University of Regina), manages the office calendar and scheduling, supports meetings and events, and provides broad administrative support across the office. The position cross-trains with the other administrative roles to provide absence coverage.

Classification and salary

• Classification: Admin 1, Point Band 2 (collective agreement between URFA and COPE Local 397)
• Salary scale: $60,374.94 – $71,695.16 per year
• Hours: Full-time, 37.5 hours per week (office hours 8:00 a.m.–4:30 p.m.).
• Reports to: Administrative Director.
• Work location: Hybrid. Most URFA staff currently work remotely. This position requires in-person attendance at the URFA office on the University of Regina campus from time to time, including mail pick-up and front-desk coverage when functions are held at the office.

Responsibilities and duties

• Serve as the primary first point of contact for the URFA office (phone, email, and in person), greeting and directing members and visitors and responding to or routing enquiries.
• Manage the URFA filing system — filing and retrieval of records, both physical and digital (the digital system is on Sync) — and support staff in locating documents; archive files in accordance with the Archive Policy.
• Receive and process incoming mail, including the URFA physical mailbox at the University of Regina, and handle outgoing mail and correspondence.
• Manage the office calendar, schedule meetings, and coordinate appointments.
• Coordinate room bookings, catering, and logistics for meetings and events; provide administrative support for URFA’s General Membership Meetings (held in the fall and winter); and set up and staff the front desk for office functions.
• File Executive Committee and Council of Representatives motions for retrieval; prepare agendas, packages, and minutes for staff meetings.
• Format and prepare the collective agreements for printing; compile orientation and review-seminar packages.
• Enter and retrieve data in URFA databases and the filing system; provide general administrative support to staff as required.
• Maintain committee membership records and the committee database. Assist with committee member communications and onboarding.

Qualifications

Required

• A certificate in office administration or a relevant field, with at least five years of relevant experience (or an equivalent combination of education and experience).
• Ability to work with Microsoft Office, including database applications
• Video conferencing software (Zoom) experience
• Ability to organize, prioritize, and meet ongoing deadlines.
• Ability to manage a varied workload with attention to detail while managing competing priorities.
• Demonstrated good oral and written communication skills.
• Ability to work independently and in a team environment.
• Ability to handle sensitive and confidential information with discretion.

Assets

• Experience managing filing and records systems (Sync).
• Reception or front-office experience.
• Demonstrated Minute or note-taking skills
• Experience working in a faculty association, union office, or campus setting.

Our commitment to employment equity

URFA is committed to a workplace that supports the principles and practices of employment equity and that reflects the richness of the membership we serve. We encourage applications from members of equity-deserving groups, including women, Indigenous people, people of colour, members of the 2SLGBTQ+ community, and people with disabilities. Canadians and permanent residents will be given priority.

Deadline: 4:30 p.m., Friday, October 16, 2026.