Administrative Assistant

Faculty/Department Faculty of Social Work Unit Social Work - Staff Employee Group CUPE 57+1 Collective Agreement Consideration Open with preference given to CUPE 57+1 members(NON-RESEARCH). CUPE 57+1 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary
Are you an independent thinker who thrives in a dynamic environment? The Faculty of Social Work at the University of Regina is seeking a proactive, driven individual with strong decision-making skills to join our team in Regina, SK.
As a key member of our administrative support staff, the Administrative Assistant will play an essential role in providing exceptional service to students, faculty, staff, and the public.

Summary
The Faculty of Social Work, with its main campus in Regina and an additional campus in Saskatoon, SK, offers social work education through face-to-face and distributive learning formats to students in these two cities and those across the entire province.

Reporting to the Faculty Administrator, the Administrative Assistant plays a crucial role in delivering various support services to students, staff, faculty, and the general public within the Faculty of Social Work. This role requires exceptional interpersonal skills and a keen eye for detail in handling correspondence and maintaining precise records.

The work environment is dynamic and fast-paced, and the incumbent will operate with general supervision, often dealing with multiple competing deadlines and priorities while facing frequent interruptions. The incumbent will share an open workspace with other administrative colleagues. Although each team member works independently, they also collaborate closely to ensure the Faculty of Social Work receives the necessary administrative support.

This position is located in Regina, SK, at the University of Regina’s main campus.

What You’ll Do:
Perform reception duties: answer queries for information and assist by phone, email, and in-person from students, faculty, staff, and the community.
Provide administrative support for the administrative and academic operations of the faculty.
Assess the need for academic advising and schedule appointments.
Prepare and distribute reports, memos, meeting agendas, and record meeting minutes.
Process and reconcile purchasing card transactions, reimbursement claims, invoices, and honorariums while ensuring proper approvals, documentation, and reports are completed by established deadlines and in compliance with University policies, procedures, and practices.
Complete job postings, enter payroll and prepare appointment letters.
Manage course evaluations using Class Climate.
Perform general office duties such as filing documents, mail distribution, ordering and stocking supplies, inventory management, logistics, asset records, and security access tracking.
Assist with coordinating and organizing space, faculty events, conferences, and/or guest speakers.
Assist with the implementation of policies and procedures as requested;
Gather, enter, and update data to maintain faculty records and databases; establish and maintain files and documents.
Book and manage the Faculty Administrator’s calendar as required.
Enter FAMIS work orders and FootPrints account requests.
Act as a backup for other administrative support positions as necessary.
Plus More: Be ready to take on additional related tasks as assigned – your role is dynamic and essential to our success!

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!

Join us in supporting the impactful work happening at the Faculty of Social Work!
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’ experience, preferably within a university environment.
An equivalent combination of education, training, and experience may be considered.

Skills That Will Ensure Your Success in the Role:
Knowledge of the University’s programs, policies and procedures, with an emphasis on courses offered by the Faculty of Social Work, is an asset.
Ability to make administrative/procedural recommendations on sensitive and confidential issues.
Ability to maintain confidentiality of records and information.
Demonstrated knowledge and skill in the use of Microsoft Office (Word, Excel, Access, and Outlook) and complex databases such as UR Docs,Banner, FAST, and CASPUR Reports.
Demonstrated knowledge of and skill in office practices, principles and procedures.
Knowledge of supplies, services, and equipment ordering and inventory control.
Experience in records management and tracking of information.
Strong interpersonal skills to establish and maintain cooperative working relationships with domestic and international students, staff, faculty, and the general public.
Ability to communicate effectively, both verbally and in writing.
Ability to understand and execute oral and written instructions.
Ability to work independently with minimal supervision.
Ability to work under pressure, balance multiple tasks, and shift priorities while maintaining accuracy.
Ability to provide excellent customer service and use sound judgement and quick thinking.
Ability to create, compose, and edit written materials.
Ability to organize multiple tasks and meet deadlines while maintaining accuracy and attention to detail.