Administrative Assistant

Administrative Assistant

Position Details: Posting Summary Competition Number 20260132A/S

Position Title

Administrative Assistant Faculty/Department Faculty of Social Work Unit Social Work - Staff Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1

Position Summary

Are you an organized multitasker ready to be the backbone of a fast-paced team? Join us as our new Administrative Assistant- Scheduling & Sessionals! The Faculty of Social Work, with its main campus in Regina and and a second location in Saskatoon, delivers social work education to students across the province through both in-person and distance learning formats. Reporting to the Director, Finance & Administration, this position provides administrative support for academic scheduling, sessional instructor administration, and related academic operations within the Faculty of Social Work. The incumbent is responsible for maintaining approved course schedule information in the University’s scheduling systems, preparing scheduling and catalogue documentation, maintaining teaching records, preparing enrolment and statistical reports, and assisting with examination scheduling requirements. The position serves as the primary administrative contact for sessional instructors and coordinates administrative onboarding activities, provides information regarding Faculty and University procedures, and facilitates access to required systems and resources. The position also provides occasional administrative support and coverage for the Student Services front office to help maintain continuity of service for students and Faculty operations. The role works collaboratively with faculty, sessional instructors, staff, and University departments to ensure accurate academic records, support effective communication, and contribute to the smooth and efficient operation of Faculty academic programs and services. This position is located in Regina, SK. What You’ll Do: Academic Scheduling & Course Administration Enter and maintain approved undergraduate and graduate course offerings in the University’s Data Collection Utility (DCU). Maintain scheduling information including course offerings, enrolment capacities, instructors, room assignments, registration restrictions, comments, examination dates, registration deadlines, and drop dates. Prepare and submit catalogue forms and related documentation for new courses, course revisions, and approved schedule changes. Monitor and update course scheduling information to ensure accuracy and alignment with approved Faculty and University requirements. Coordinate examination room bookings and related scheduling requirements. Sessional Administration Serve as the primary administrative contact for sessional instructors. Provide information and instructions regarding Faculty and University processes, procedures, and deadlines. Coordinate administrative onboarding activities including employee ID numbers, email access, printing funds, and textbook ordering. Respond to routine inquiries from sessional instructors and liaise with appropriate University departments to resolve administrative issues. Reporting & Records Management Maintain accurate records and documentation related to faculty teaching assignments, teaching loads, overloads, course scheduling activities, and other academic operations. Prepare and distribute enrolment, registration, teaching load, statistical, and ad hoc reports to support Faculty administration and decision-making. Faculty Operations & Backup Support Provide input into and assist with updates to Faculty procedures and instructional resources, including the Faculty’s UR Source site. Liaise with the Registrar’s Office, Timetabling Unit, Human Resources, Information Services, the Bookstore, and other University departments to support academic and administrative processes. Provide backup support for student examination accommodations and textbook/case study ordering activities during peak periods, absences, or operational requirements. Provide occasional administrative support and coverage for the Student Services front office, assisting with front-line student inquiries. Perform other related duties as assigned in support of Faculty operations. Why Join Us? At the University of Regina, we’re more than just a campus – we’re a community! Join our team and enjoy: Meaningful Impact: Your work directly contributes to creating a better environment for students, faculty, and staff. Professional Growth: We support your development, offering opportunities for advancement and learning. Work-Life Balance: We value your well-being and know your personal life is most important! Dynamic and Inclusive Workplace: We value diversity and inclusivity. You’ll be part of a team that celebrates different perspectives, backgrounds, and experiences, making every day an opportunity for personal growth. Innovation Culture: We encourage fresh ideas and innovative thinking. Competitive Compensation: We offer competitive compensation package and benefits to reward your talent. A few of the these benefits include Health/Dental/Vision Benefits, flexible spending account, Defined Benefit Pension Plan, and much more! If you’re a detail-oriented team player who thrives in a dynamic environment we encourage you to apply today! Position Requirements What You’ll Bring to this Position: Grade 12 supplemented by the successful completion of a recognized business course. A minimum of three years related administrative experience, preferably within a post-secondary education environment. A suitable combination of education and experience may be considered. Skills That Will Ensure Your Success in the Role: Demonstrated knowledge of academic administrative processes, scheduling procedures, course administration, and post-secondary office practices. Strong organizational and time-management skills with the ability to manage multiple priorities and meet competing deadlines. High level of accuracy and attention to detail when maintaining scheduling information, records, reports, and documentation. Advanced proficiency in Microsoft 365 applications, particularly Excel, Word, Outlook, and Teams. Demonstrated ability to use academic scheduling systems, administrative databases, records management systems, and student information systems to maintain accurate records and support reporting requirements. Ability to interpret, apply, and explain University policies, procedures, deadlines, and administrative requirements. Strong analytical and problem-solving skills with the ability to identify discrepancies, gather information, and resolve routine administrative issues. Excellent written and verbal communication skills with the ability to prepare correspondence, reports, and other administrative documentation. Strong interpersonal and service skills with the ability to establish and maintain effective working relationships with faculty, staff, sessional instructors, students, and representatives from other University departments. Demonstrated ability to work independently with minimal supervision while contributing effectively within a team environment. Proven ability to exercise sound judgment, discretion, and maintain strict confidentiality when handling sensitive information. Demonstrated commitment to providing professional and responsive administrative service. Experience preparing statistical, enrolment, or operational reports. Experience maintaining scheduling and course information within an academic scheduling or student information system; experience using DCU is an asset. Physical Demands Occasionally required to lift and move heavy items (e.g., boxes of paper, office supplies, equipment, or event materials) when setting up for events, restocking supplies, or organizing office spaces. Pay Grade CUPE Phase 4 Salary Range $45,591.00 - $61,570.60 Annually Status Term Work Hours Monday to Friday, 8:00am to 4:30pm. In person/on campus. Occasional work outside of these hours is required during events and peak times. This position is located in Regina, SK. Duration (if Term/Temporary) One year term, with possibility of extension or becoming permanent Full-Time/Part-Time Full Time Preference Posting No Preference Target Posting Not Targeted

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