Administrative Assistant, Northern Medical Services

University of Saskatchewan; Saskatoon; On-site; CAD 53,000 - 83,000; Full time

Job summary

A leading university seeks an Administrative Assistant for the Northern Medical Services division. The role involves providing high-level support, managing schedules, and assisting with project management while maintaining confidentiality. Ideal candidates will have extensive experience in dynamic office environments and proficiency in key software tools.

Qualifications

• Five years of experience providing administrative support to senior-level administrators.
• Experience in an academic or healthcare setting preferred.
• Knowledge of University of Saskatchewan regulations is an asset.

Responsibilities

• Provide high-level administrative support to the Director of NMS.
• Manage the Director's calendar and schedule meetings.
• Ensure correspondence is handled accurately and confidentially.

Skills

Microsoft Office proficiency

Strong organizational skills

Verbal communication skills

Written communication skills

Discretion and confidentiality

Education

Completion of grade 12

Business or administrative program

Job description

Administrative Assistant, Northern Medical Services

Northern Medical Services (NMS) is a Division within the College of Medicine, University of Saskatchewan. As such, the Administrative Assistant to the Director of Northern Medical Services will provide support and build relationships within the context of large and complex organizations, including the University of Saskatchewan, the Ministry of Health, Indigenous Services Canada and the Saskatchewan Health Authority, and serve as a guide and resource to others who must navigate these environments.

Primary Purpose: This position will provide confidential and high-level support to the Director of Northern Medical Services within the University of Saskatchewan. The position will provide administrative support to allow the NMS Director and senior leadership to function effectively, aiding in all aspects of program management and keeping with the Division’s strategic priorities.

Nature of Work: Under the direction of the Director of NMS, while reporting to the Manager, Operations and Administration of NMS, 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 Director and the Division. In lieu time will be provided for time worked outside of regular business hours.

Accountabilities:

Administrative

Provides confidential, comprehensive, effective, efficient and high-level administrative support to the Director of NMS in meeting deadlines, project completions, time management, correspondence preparation and northern travel arrangements. Specific duties and responsibilities include, but are not limited to:

• Strategically manage the Director’s calendar to ensure a balance between meetings and office/ work time to address priority tasks.
• Liaise with NMS Stakeholders—Ministry of Health; Indigenous Services Canada; Bands and Tribal Councils; Saskatchewan Health Authority Executive Directors; College of Medicine, Univ. of Sask. leadership, etc., regarding communication, scheduling of meetings, the provision of health care to Northern Saskatchewan and other matters as required.
• Schedule meetings, venues and information technology supports, including Zoom, Microsoft Teams and other platforms.
• Prepare meeting agendas, review and approve transcribed 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.
• Assists with special projects as needed.
• Preparation of Director’s Curriculum Vitae Update, Curriculum Vitae and Teaching Dossier, on an annual basis.
• Coordination of Itinerant Specialist Clinics Program for La Ronge, Ile a la Crosse, La Loche and Stony Rapids. Liaison with itinerant specialists and Northern Medical Services’ clinics regarding the scheduling of approximately 150 clinic dates.
• Coordination of the NMS Rural Rotation Family Medicine Resident/Clinical Clerk placements in Ile a la Crosse, La Loche, La Ronge, Pelican Narrows and Stony Rapids.
• Oversee office administrative files.
• Occasional travel is required to northern communities and areas served by Northern Medical Services.
• Other duties and responsibilities as assigned.

Education: Completion of grade 12 is required. Successful completion of a business or administrative program is needed. 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 regulations and procedures would be an asset.

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: Northern Medical Services Unit
Status: Permanent
Employment Group: ASPA
Shift: Mon-Fri, 830am - 430pm
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $53,091.00 - 82,954.00 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: 6/19/2025
Closing Date: 7/3/2025 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

The 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.php

Criminal Record Check: Yes
Driver's License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable

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 thedeybwewin | taapwaywin | tapwewin: Indigenous Truth policy 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.