Clerical Assistant

University of Saskatchewan (includes colleges)
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Department: College of Engineering
Location: Saskatoon 
Status: Term, up to 12 months, with the possibility of extension
Employment Group: CUPE 1975
Shift: Monday-Friday, 8:30 - 4:30 
Full Time Equivalent (FTE): 1.0
Salary Information: The salary range, based on 1.0 FTE, is $21.79 - 29.42 per hour (Operational Services/Phase 4). The starting salary will be commensurate with education and experience.
Posted Date: 10/2/2019
Closing Date: Until Filled. 
Number of Openings: 1


Primary Purpose: The primary purpose of this position is to provide comprehensive clerical assistance to support the effective and efficient operations of the undergraduate programs within multiple departments in the College of Engineering. This position is also responsible for providing a wide-range of financial and administrative services for all faculty and staff.

Nature of Work: This incumbent currently reports to the department head of Mechanical Engineering, and will be providing support to additional departments. This position will also operate in a diverse, complex and often highly active office environment with multiple, competing demands and very strict deadlines. Continuous change, shifting priorities, and frequent interruptions are the norm.

This position receives guidance and mentorship from the Administrative Assistants within the departments and can expect to coordinate workflows with all administrative team members in the departments. This position will provide basic cross coverage support to other departments within the College.

Impact of error is high as the position is responsible to ensure day-to-day work is completed with the highest degree of accuracy. Prompt, complete and accurate work is extremely important to mitigate risks associated with accreditation, safety, finance and overall reputation.

This position is expected to make recommendations as to improvements to the work or work environments.

Typical Duties or Accountabilities:

Provides accurate and timely clerical assistance to faculty members in support of all department undergraduate courses through activities such as:

  • Assisting faculty in preparing undergraduate course materials (copy course materials, order textbooks, lab manuals) as required;
  • Providing assistance to Undergraduate Chair as needed;
  • Supporting accreditation processes (regularly gathering, processing and maintaining data for each of the undergraduate courses);
  • Enter final grades for instructors as required;
  • Book rooms for midterm examinations;
  • Coordinating course and student evaluation processes (e.g. SEEQ, student exit, and specialized surveys);
  • Providing support for undergraduate related courses/design project courses/seminars/field trips/survey camps/etc. (including tasks such as, but not limited to: assembling design course package and distributing it to potential industry participants; distributing materials to faculty for grading, collecting materials and grades from faculty, scheduling technical review sessions and progress presentations, travel expense claims for student travel to industrial sites, expense claims for prototype construction, event planning for final presentations, etc.);
  • Running class list reports in Paws as requested;
  • Assembling and maintaining photo sheet for current undergraduate and graduate students in department, provide an electronic copy to the graduate assistance office;
  • Prepare a summary of student grades at the end of each academic term for the Department Head/Undergraduate Chair to review;
  • Prepare congratulatory letters for high‐GPA students
  • Developing a timetable outlining the assignment of faculty/staff/teaching assistants to courses in each term.
  • Supporting departmental committees and working groups as related to safety and UG programs.

Responsible for timely and accurate processing of financial and payroll transactions, ensuring appropriate, approved supporting documentation is attached, filed and secured for future review:

  • Prepare and submit timely and accurate financial documentation (i.e. cheque requisitions, cash reports, purchase orders, vendor invoices, brokerage invoices, travel requests and expense claims, Pcards, JVs, etc)
  • Process AboutUs transactions (EJSs) accurately and on time.

Responsible for supporting all members of the department through the provision of effective and efficient general administrative services including, but not limited to the following:

  • Providing effective and professional reception (including, but not limited to: answering the phone, administer both incoming and outgoing mail, and greeting and assisting visitors to the department and college);
  • Maintaining faculty CV data and facilitating CV update process;
  • Manages/collects the P.Eng. certification annually from all faculty; providing central office with copies;
  • Distributing and coordinating teaching peer review process and collecting completed forms for departmental records;
  • Ensuring the department’s due diligence policies are consistently applied and the appropriate approval signatures are obtained for all official departmental documents (including but not limited to: accreditation records, faculty relations records, etc.);
  • Preparing correspondence as required including emails, individual letters, mailings and invitations and other material for the DH/Chairs signature;
  • Filing as per the department record keeping policies;
  • Meeting & Event Coordination and Support ‐ scheduling, distributing documents, refreshments, invitations, etc.;
  • Ensuring data/content on Department website is current (inform changes to the Communications Officer);
  • Working with the shipping/receiving, stores coordinator to ensure courier packages are received/delivered and sorting departmental mail;
  • Providing administrative support to the Department Safety Committee by preparing/distributing accurate and timely agendas, minutes and supporting documentation;
  • Collecting safety incident reports and notifying department head immediately (by scanning and emailing); incorporating any relevant safety incident reports to the Department Safety Committee;
  • Maintain lists of personnel;Maintain faculty time away records;
  • Sort incoming mail once distributed by Engineering Shops Coordinator;
  • Book travel arrangements for guests to the department.

Education: Successful completion of grade 12 and relevant post-secondary education is required.

Experience: A minimum of 3 to 5 years of relevant experience is expected. Prior experience processing financial and payroll transactions in the University environment would be beneficial. A combination of education and experience may be considered.


  • Exercises sound judgment in decision‐making and problem‐solving to ensure priorities and deadlines are met;
  • Takes initiative to move beyond completion of assigned tasks to plan for future requirements;
  • Develops and maintains collaborative, professional working relationships with other administrative units, both within and external to the college, to exchange accurate information, initiate planning, coordinate projects and resolve crises;
  • Shares knowledge appropriately to allow fully informed decision making by colleagues and senior members of the department and college;
  • Possesses high standards of professional integrity and proficiency in all aspects of administrative, financial and HR activities;
  • Demonstrates effective interpersonal and communications skills ‐ both written and verbal;
  • Possesses effective organizational and time management skills;
  • Works both independently and as an effective team member;
  • Maintains the ability to learn new tasks in a fast‐paced environment;
  • Demonstrates an ability to deal effectively with multiple priorities that originate from a variety of sources while maintaining attention to detail; and
  • Possesses advanced proficiency using the current Microsoft Office suite (particularly Word, Outlook and Excel) and has experience working with large databases




The University of Saskatchewan is strongly committed to a diverse and inclusive workplace that empowers all employees to reach their full potential. All members of the university community share a responsibility for developing and maintaining an environment in which differences are valued and inclusiveness is practiced. The university welcomes applications from those who will contribute to the diversity of our community. The University must, however, comply with federal immigration requirements. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.

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Saskatoon , Canada