Administrative Associate in Saskatoon

Primary Purpose: The Administrative Associate coordinates and implements the day-to-day activities required to support the goals and vision of the Office of Student Services (OSS) and the Office of Career Advising & Mentorship (OCAM). This role provides administrative and operational support at the unit level, ensuring the smooth functioning of office processes, student services, and career advising initiatives. Working within established guidelines and policies, this role performs self-directed work to manage communications, schedule meetings, track data, and support programming.

Nature of Work: Reporting to the Director of Student Services, UGME Program Manager (Saskatoon Campus), and the OCAM Coordinator, this position has an operational focus, supporting short-term planning and day-to-day administration. The Administrative Associate independently exercises a scope of assigned duties while adhering to established policies and procedures. As the first point of contact for students, this role requires strong organizational skills, discretion in handling confidential information, and the ability to manage multiple priorities effectively. Collaboration with internal and external stakeholders ensures consistency across sites.

Typical Duties or Accountabilities:

• General administrative support
  • Coordinates and implements administrative activities to support the day-to-day operations of OCAM and OSS.
  • Manages inquiries and correspondence through the career advising inbox and the director’s email inbox.
  • Provides admin support for the Director of Student Services, schedules and coordinates meetings for staff, students, and external partners.
• Student services support
  • Supports the implementation of OSS initiatives by processing data and tracking program activities.
  • Assists with research and program development, using feedback and assessment tools to support student career exploration and well-being initiatives.
  • Processes teaching payments for OSS and OCAM Saskatoon curricular sessions.
• Career advising and mentorship support
  • Manages the appointment booking systems and the process of tracking faculty advising hours.
  • Updates monthly student schedules to support the coordination of advisors’ availability.
  • Coordinates OCAM team meetings, including compiling agendas, taking minutes, and scheduling follow-up meetings.
  • Oversees the tracking of OCAM program statistics including appointment numbers.
  • Manages the OCAM calendar, creates and maintains calendar invitations for advisor hours, OCAM curricular sessions, and updates session details as needed.
  • Provides logistical and administrative support for the career advising appointments.
  • Oversees the PCard reconciliation process, ensuring documentation is compiled and submitted for approval.
  • Coordinates event logistics for career advising and mentorship programming, including venue bookings, budget management, and post-event evaluations.
  • Supports the development of communication materials, including social media posts, email communications, and educational resources.
  • Coordinates mentorship initiatives, including sending out matching results, planning events, and collaborating to develop resources.

Preferred Training: Certification in Mental Health First Aid and suicide prevention (e.g., SafeTalk, ASSIST) is strongly recommended to support students effectively.

Education: Undergraduate degree in Health Care, Administration, Education, Social Work, Psychology, or related fields. A combination of education and experience may be considered.

Experience: 2–3 years of experience in a similar role, emphasizing administrative support in a diverse and inclusive environment. Proficiency with databases, Microsoft Office Suite, and tools like Canvas, One45, Microsoft Bookings, Concur, and SharePoint is preferred.

Skills: Strong organizational and multitasking abilities to manage complex administrative tasks. Excellent interpersonal and relationship-building skills to interact effectively with students and stakeholders. High attention to detail for handling sensitive information and financial records. Advanced proficiency in database management, report preparation, and promotional material development. Commitment to maintaining confidentiality and professional conduct.

Inquiries regarding this position can be directed to Sherry Pederson at sherry.pederson@usask.ca.

Department: College of Medicine

Status: Term up to 6 months

Employment Group: ASPA

Shift: Monday-Friday 8:30-4:30

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.

Work Location: May be eligible for hybrid work under the terms of USask's Alternative Workspace Guidelines.

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.

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.

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.