Administrative Assistant
Summary:
The administrative assistant provides a wide variety of confidential administrative support to individuals and units. This includes assisting with calendars, managing shared email inboxes, and providing meeting support. The administrative assistant manages records and information, supports catering and events as well as travel and expenses. Additionally, the administrative assistant provides support to various financial, human resource, and payroll processes, and as the first point of contact, answers questions and provides direction to internal and external stakeholders.
This position is part of a collaborative and agile team that provides administrative support within the assigned portfolio.
Duties and Responsibilities:
Serves as the primary point of contact for the office providing clear and effective communication, addressing inquiries, and providing direction in alignment with organizational values and priorities
Provides calendar support for directors and managers including scheduling and coordination of meetings, assisting with calendar organization and scheduling large group meetings
Provides meeting support such as scheduling unit and committee meetings, room booking, maintaining meeting records, creating and distributing agendas and minutes, ordering catering, and tracking action items
Maintains shared email inboxes, responding to emails and triaging as appropriate
Coordinates the signing of documents and contracts, confirming that proper approvals are in place and relevant approval processes are followed
Provides purchasing support including invoice submission, purchasing card procurement and reconciliation, monitoring non-salary expenditures, and assisting with reporting, remittances, and expense form requests
Formats and proofreads various documents, presentations, and correspondence, utilizing proper formatting and university style standards, collaborating on version control, converting and exporting files, creating documents, and finalizing and delivering content
Maintains records and information, retention schedules, data storage sites, as well as cleaning and purging paper and electronic files as needed
Assists with human resource processes such as submitting job postings, scheduling interviews, submitting letters of offer, assisting with onboarding and offboarding processes, and processing changes to employment records
Provides support for the timely and accurate processing of financial and payroll transactions, including financial corrections with appropriate, approved supporting documentation attached, filed, and secured for future review
Provides travel and expense support including booking support, event registration, expense reporting, policy adherence, reimbursement processing, travel arrangements, and membership renewals
Provides support for catering and events including budget management, logistics management, menu planning, vendor coordination, and coordinating staff appreciation events and activities
Performs general office administrative tasks such as ordering supplies, managing keys and equipment, coordinating mail and telephone requests, handling business cards and nametags/nameplates, and updating contact distribution lists
Builds and maintains positive relationships with key internal and external stakeholders, working collaboratively with administrative network colleagues
Assists with space-related activities and coordinates the submission of requests to appropriate units
Assists with basic troubleshooting of office equipment and software, and coordinates with IT support as needed
Greets and assists visitors, providing a welcoming and professional environment
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
Engages in continuous learning by participating in activities, training, and events related to Indigenous engagement, reconciliation, equity, diversity, and inclusion
Demonstrates respect and dignity for all members of the community, actively contributes to an environment of acceptance and inclusion of others and responds to different perspectives from a place of curiosity, respect, and non-judgement
Undertakes related duties, as assigned, consistent with the nature of the position.
Qualifications:
An office administration diploma
Minimum of one year related administrative experience, preferably in an academic setting
Experience with university systems is a strong asset
Excellent interpersonal and communication skills with a customer service orientation
Demonstrated ability to handle sensitive information in a professional manner and to maintain confidentiality
Strong organization and time management skills, with the ability to prioritize tasks and meet deadlines in a busy environment
High attention to detail and accuracy
Ability to work independently with minimal supervision and remain effective under pressure and in stressful situations
Proven ability to build positive relationships and collaborate with diverse internal and external stakeholders
Proficiency in Microsoft Office applications and the ability to quickly learn and adapt to new technologies and systems.
Department: Administration Network
Status: Permanent
Employment Group: Exempt
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $42,760.00 - 69,485.00 per annum. The starting salary will be commensurate with education and experience.
Salary Phase/Band: Salary Band 1
Posted Date: 10/27/2025
Closing Date: 11/16/2025 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 the 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 Human Resources for assistance.
