Clerical Assistant (Graduate Program Assistant)

Primary Purpose: To provide administrative support to graduate programs in the College of Agriculture and Bioresources.

Nature of Work: Reporting to the Manager, Research and Graduate Studies, the graduate program assistant works closely with department Graduate Chairs, interacts with faculty and is the primary contact for current and prospective students. This position maintains a productive and professional relationship with the College of Graduate and Postdoctoral Studies (CGPS). Duties require a high level of attention to detail and time management. The work of this position includes a broad array of duties and processes, ranging from simple to complex, and involves multiple conflicting priorities, peak periods, deadlines, interruptions, and situations that require an ability to work effectively both independently and as part of a team. Problems will be varied, requiring judgment and some discretionary decision making, although generally the Assistant will work within established procedures and practices.

Typical Duties or Accountabilities:

• Effective administration of graduate student admission process
• Accurate maintenance of records and databases
• Effectively communicate and disseminate information
• Course, program and calendar data verification
• Act as knowledgeable resource regarding CGPS and program policies and procedures;
• Efficient and accurate preparation of correspondence and documents
• Assist in arranging student committee and comprehensive examination meetings, thesis defence and preparation of required documents
• Check graduation requirements
• Act as a resource and provide support for Graduate Affairs Committees, including set-up, agenda and minutes
• Ensure the physical space presents a positive impression of the Graduate Programs Office.
• Ensures that all communication and interactions with students, faculty, staff and the public are accurate, timely and courteous. Contacts emphasize customer service and the accurate exchange of technical and factual information.
• All confidential information and materials are dealt with in a confidential manner.
• Established methods and practices are adapted to solve problems, and difficult or anomalous issues or problems are discussed with the supervisor to determine appropriate solutions.
• All work is completed within established deadlines, by ensuring a clear understanding of the required deadlines, effectively setting work priorities and collaborating with others when appropriate.
• Duties are carried out with attention to detail and accuracy.
• Works effectively and cooperatively with others and consciously applies team skills to support the goals of the work unit.
• All policies, processes and procedures are documented and updated and are followed according to established standards.

Education: Completion of Grade 12 and a recognized post-secondary office administration program are required.

Experience: A minimum of three years of experience in an office with complex policies and procedures. Detailed understanding of the University of Saskatchewan’s admission requirements, policies, and procedures for domestic and international applicants; and a thorough knowledge of university academic programs and support services. 

Skills: Proficiency in all aspects of clerical work, with the ability to produce detailed work with a high level of accuracy; the ability to organize work, time and schedule independently; ability to collaborate with others to effectively solve problems and achieve goals; professional maturity, judgement, and decisiveness; effective interpersonal, analytical, written and verbal communication skills; capability to effectively serve a diverse student population in a customer-service and solution-oriented way, always displaying diplomacy and cultural sensitivity; and a high standard of professional integrity are all required. Proficiency working with MS Office, U of S student information, application and admission systems, and Class Build, and familiarity with university policies and procedures would be an asset.

Inquiries regarding this position can be directed to Danielle Baron at [email protected] .

Department: College of Agriculture and Bioresources
Status: Permanent

Employment Group: CUPE 1975

Shift: Mon-Fri 8:30-2:00

Full Time Equivalent (FTE): 0.8

Salary: The salary range, based on 1.0 FTE, is $23.35 – 30.61 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: 1/10/2024

Closing Date: 1/30/2024 at 6:00 pm CST
Number of Openings: 1
Work Location: May be eligible for hybrid work under the terms of USask’s Alternative Workspace Guidelines

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: Not Applicable
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 the deybwewin un-jobs.net taapwaywin un-jobs.net 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.