Clerical Assistant, College of Medicine

University of Saskatchewan; Regina; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading educational institution in Regina seeks a Clerical Assistant for the College of Medicine. This role includes providing administrative support to the Undergraduate Medical Education program, managing student records, and coordinating meetings. Candidates require Grade 12 completion and a post-secondary administrative program, along with strong communication and organizational skills. The position is full-time, offering a salary of $23.35 - $30.61/hour.

Qualifications

• 3-5 years of related experience in an administrative role.
• Proficiency with databases and university software is preferred.
• Ability to handle sensitive information with discretion.

Responsibilities

• Deliver high-level administrative support to the UGME program.
• Draft, distribute and collect documentation and correspondence.
• Manage student records and oversee exam administration.

Skills

Interpersonal skills

Communication skills

Organizational skills

Problem-solving abilities

Attention to detail

Education

Grade 12 completion

Post-secondary administrative assistant program

Medical terminology training

Tools

Microsoft Office

One45

Canvas

Banner

Job description

Clerical Assistant, College of Medicine

Primary Purpose: To provide clerical administrative assistance for the Undergraduate Medical Education (UGME) program within the College of Medicine, focusing on year one and year three/four academic programming.

Nature of Work: Reporting to the Manager, Regina Campus, and working under the guidance of the Pre-Clerkship and Clerkship Administrative Coordinators, this role is vital to the administrative team supporting the Undergraduate Medical program. The position may require supporting busy periods in both Saskatoon and Regina. The incumbent works independently and collaboratively in a fast-paced environment, maintaining confidentiality. This role involves interaction with stakeholders such as Administrative Coordinators, faculty, and students, and requires adherence to deadlines, policies, and shifting priorities.

The incumbent will deliver high-level administrative support to the Regina Campus UGME program, engaging with UGME leaders and team members, faculty, learners, and administrative staff. Responsibilities include general office duties and other tasks as assigned.

Typical Duties or Accountabilities:

1. Clerical Support: Drafting, distributing, and collecting documentation and correspondence, supporting orientation and academic sessions, and maintaining the Master Schedule with accuracy.
2. Administrative Assistance: Supporting coordinators and staff with session preparations, monitoring forms and assignments, managing student records and uploads to Canvas and Banner, preparing exam packages, reporting absences, and supporting year three/four orientation activities.
3. Meeting Coordination: Preparing agendas, taking minutes, tracking action items, scheduling meetings, and booking rooms with necessary technology and catering.
4. Student Support: Managing student forms, evaluations, attendance, and assessments, and overseeing MSPR letters for Clerkship learners.
5. Exam Invigilation: Assisting with exam administration, recruiting invigilators, creating exam packages, and ensuring exam policies are followed.
6. Faculty Interaction: Acting as a resource, processing payments, and submitting invoices.
7. Scheduling: Organizing appointments and room bookings for classes and meetings.

All work must comply with medical education and College policies, standards, and accreditation requirements.

Education: Grade 12 completion and a recognized post-secondary administrative assistant program; medical terminology training is an asset.

Experience: 3-5 years of related experience, proficiency with databases, Microsoft Office, and familiarity with university software such as One45, Canvas, Banner, and student services is preferred.

Skills: Excellent interpersonal, communication, and organizational skills; ability to handle sensitive information with discretion; attention to detail; problem-solving abilities; and the capacity to work independently and as part of a team.

Inquiries can be directed to Catherine MacKay-Wilson at [e-mail].

Details: Department: College of Medicine | Status: Permanent | Employment Group: CUPE 1975 | Shift: Mon-Fri 0800-1600 | Full Time Equivalent: 1.0 | Salary: $23.35 - 30.61/hour | Posted: 7/23/2025 | Closes: 8/19/2025 6:00 pm CST | Openings: 1 | Location: On Campus

The University values diversity and inclusion, supports Indigenous employment, and provides accommodations for applicants with disabilities. Verification of Indigenous status may be required for some candidates, and the university acknowledges the Treaty 6 Territory and Métis Homeland.