Workforce and Administrative Coordinator, Western College of Veterinary Medicine

University of Saskatchewan; Saskatoon; On-site; CAD 52,000 - 65,000; Full time

Job summary

The University of Saskatchewan seeks a Workforce and Administrative Coordinator for the Western College of Veterinary Medicine to provide administrative coordination and operational support for workforce activities. You will help with recruitment, onboarding, scheduling, and employee records while collaborating across university units.

Key responsibilities include processing workforce transactions, supporting payroll-related tasks, and generating reports to aid planning and decision‑making.

Qualifications

• Office administration diploma; a related bachelor’s degree is an asset.
• Minimum of three years coordinating recruitment, onboarding, workforce administration, scheduling, or related administrative processes in a complex service environment.
• Experience with applicant tracking and scheduling systems is an asset.
• Familiarity with university structures, processes and systems is preferred.
• Strong communication and interpersonal skills with discretion handling confidential information.
• Excellent organizational and time-management abilities; able to manage high volumes and priorities.
• Effective relationship-building and client-service capabilities; attention to detail.

Responsibilities

• Coordinate recruitment administration from posting to selection materials and documentation.
• Coordinate onboarding and offboarding activities including access, training, and documentation.
• Process workforce transactions such as appointments, changes, leaves, and departures with internal units.
• Serve as central contact for managers and employees for process inquiries and status updates.
• Support shared workflows and collaborate with finance and scheduling staff.
• Assist with staff scheduling, shift coverage, and staffing coordination.
• Support payroll corrections and related transactions.
• Compile workforce information and reports to support planning and decisions.
• Develop templates, checklists, and process documentation to improve efficiency.
• Maintain accurate, confidential records in line with university policies.

Education

Office administration diploma

Bachelor's degree (asset)

Recruitment coordination

Onboarding coordination

Scheduling coordination

Employee data management

Confidential information handling

Communication skills

Organizational skills

Attention to detail

Team collaboration

Microsoft Office proficiency

Use of university systems

Job description

Workforce and Administrative Coordinator, Western College of Veterinary Medicine

Summary:

The workforce and administrative coordinator provides administrative coordination and operational support for workforce-related activities within the department. This position coordinates recruitment, onboarding, employee administration, scheduling support, and a variety of workforce transactions and processes. Working within a coordinated administrative team, this role supports managers and employees by facilitating workforce activities, maintaining records, responding to inquiries, and coordinating operational workflows. The coordinator contributes to the continuity of administrative services through collaboration with scheduling and finance staff and supports workforce-related reporting, documentation, and process improvement activities. This role also helps maintain accurate workforce information and supports effective employee transitions throughout the employment lifecycle.

Duties and Responsibilities:

• Coordinates recruitment administration, including preparing and posting opportunities, screening applications against established criteria, communicating with candidates, scheduling interviews, facilitating reference checks, preparing selection materials, and maintaining recruitment documentation.
• Coordinates onboarding and offboarding activities, including employee documentation, orientation arrangements, systems and facility access, keys, parking, training requirements, and other processes that support employee transitions.
• Processes workforce-related transactions, including appointments, extensions, employment changes, leave documentation, and departures, while liaising with university service units and following up on outstanding items.
• Serves as a central administrative contact for managers and employees by responding to process-related inquiries, providing status updates, and referring matters requiring specialized support to the appropriate university unit.
• Escalates unusual, complex, or higher‑risk matters to the appropriate manager or specialized office.
• Coordinates shared workflows, supports workforce-related financial and operational transactions, and maintains continuity of administrative services in collaboration with finance administration and scheduling staff.
• Supports casual employee hour approvals and employee time reporting processes.
• Assists with payroll corrections and other payroll-related transactions.
• Supports month‑end financial processes through cash deposits, statement generation, and accounts receivable activities.
• Compiles, tracks, and reports workforce information, process status, and service metrics to support operational planning, follow‑up, and decision‑making.
• Develops and maintains templates, checklists, process documentation, and administrative resources, and identifies opportunities to improve consistency, efficiency, and service delivery.
• Maintains accurate and confidential employee recruitment, workforce and personal records in accordance with university procedures, privacy requirements, and records management practices.
• Provides administrative support to managers, including preparing correspondence, forms, reports, meeting materials, schedules, and workforce-related information.
• Supports staff scheduling activities by maintaining scheduling information, facilitating shift and coverage adjustments, and assisting with staffing coordination.
• Builds effective working relationships with managers, employees, candidates, and university service units while providing responsive and professional support.
• Communicates and acts in a respectful and professional manner, collaborates effectively, abides by policy, and contributes to a positive and productive work and learning environment.

Qualifications:

• An office administration diploma; a bachelor’s degree in a related field is an asset.
• Minimum of three years of progressively responsible experience coordinating recruitment, onboarding, workforce administration, scheduling, or related administrative processes in a complex service environment.
• Experience using applicant tracking, employee information, scheduling, financial, or related administrative systems is an asset.
• Familiarity with university structures, processes, and systems is preferred.
• Strong communication and interpersonal skills.
• Ability to handle confidential and sensitive information with discretion, sound judgment, and professional integrity.
• Excellent organizational and time‑management skills.
• Ability to coordinate a high volume of detailed work, maintain competing priorities, and meet deadlines.
• Effective relationship‑building and client‑service abilities.
• High attention to detail and accuracy.
• Ability to work effectively both independently and collaboratively in a team.
• Proficient computer skills, including Microsoft Office applications; ability to learn and use new systems and technologies.

Department: Veterinary Medical Centre
Status: Permanent
Employment Group: CUPE 1975
Shift: Mon-Fri, 8:00-4:30 pm
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $24.74 - 31.37 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Services
Salary Phase/Band: Phase 4
Posted Date: 9/30/2026
Closing Date: 11/3/2026 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

The University of Saskatchewan aspires to be what the world needs and embraces equity, diversity and inclusion as foundational to excellence and innovation. We actively seek to create a welcoming environment where all individuals feel empowered to thrive, contribute, and grow. Applications from equity-deserving groups are encouraged as part of our ongoing efforts to reflect the diversity of the communities we serve: EDI Framework for Action. 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 deybwewin | taapwaywin | tapwewin: Indigenous Truth policy and the 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 provides an accessible and inclusive workplace. Should you require support through any stage of the recruitment process, please contact us for assistance.