Administrative Coordinator - Saskatoon, SK, Canada - University of Saskatchewan

Description

Research Acceleration & Strategic Initiatives (RASI) supports the university research community in the incubation and development of research grants, infrastructure projects and initiatives. A key goal of the office is to provide researchers and the university with services and programs that afford a competitive edge when applying for external research funding.

Primary Purpose: Research Acceleration and Strategic Initiatives (RASI), a unit of the OVPR, provides pre and post award support for grants from the individual to institutional level. RASI works with the university research community in key initiatives such as programming to support researchers at all levels, the incubation and development of large-scale institutional research programs and infrastructure projects, assisting researchers in navigating pre and post award grant processes, and linking research and teaching in undergraduate research. This position will coordinate office administration and support the Director.

Nature of Work: Reporting to the Programs Coordinator, this position is part of a cohesive, cross-unit team providing excellent, proactive service to the research community. The position is of average complexity, the incumbent will exercise decision-making within established guidelines. Work must consistently meet high standards of accuracy in an environment of continuous change and frequent interruptions. The work is deadline driven and very detailed, requiring skills in prioritizing in order to meet external and internal timelines. There is a strong emphasis on anticipating requirements and creating solutions. Excellent communication and interpersonal skills are essential. Discretion is required as the position has access to highly confidential information. This position provides superior support to the Director across a full range of duties, inclusive of managing the calendar, developing process, and key documents for communication. The position may have shifting priorities and will be expected to exercise judgement during fast-paced periods.

Typical Duties/Accountabilities:

Support for the Director

• Provide timely and effective management of the schedule and associated logistics of the Director, ensuring full preparation for all commitments, including gathering or creating background and meeting material.
• Support committees and working groups, including scheduling meetings, minute taking and following up on action items.
• Provide excellent research and administrative support to the Director through undertaking environmental scans and other research projects and drafting and editing official correspondence and presentations.

Office Coordination

• Provide administrative oversight and coordination of the office, purchase orders, human resource processes and unit finances.
• Coordinate events, including providing expert logistical planning and support for campus-wide special events.
• Oversee office purchases and expenses, including completing monthly reconciliation of office finances and expenditures, and development, payment and execution of contracts and services.
• Maintain office communications including drafting the weekly newsletter and maintaining the RASI website and acting as the first point-of-contact for the main RASI email inbox.
• Provide project and program support for RASI strategic programs (DARE, Undergraduate Initiative, Research Junction, etc.).
• Coordinate office administrative procedures and processes and assess them with a view to making them more effective and efficient.
• Exercise decision-making and problem-solving to ensure priorities and deadlines are met and take initiative to move beyond completion of assigned tasks to plan for future changes or requirements.
• Provide backup calendar support, including scheduling meetings and travel arrangements, for the Associate Directors as needed.
• Other duties as assigned.

Qualifications
Education: An undergraduate degree in a related field. An equivalent combination of education and experience may be considered.

Experience: A minimum of three years' experience in an administrative role in an academic and/or research administration environment. Experience using Outlook, managing ongoing projects, editing and proofreading documents and strong internet research skills would be considered an asset. A working knowledge of the University of Saskatchewan environment is a valuable asset, including knowledge of university systems (Concur, FAST, UnivRS).

Skills:

• Exceptional organizational skills with a proven ability to work on multiple projects with competing demands to meet deadlines; Demonstrated sound judgment, tact, discretion, and professional integrity;
• Proven ability to work in a high volume setting and manage multiple projects with competing demands and deadlines;
• Ability to maintain meticulous attention to detail and ensure accuracy;
• Effective interpersonal and communication skills, both written and verbal;
• Demonstrated ability to work independently and be self-motivated, as well as to work collaboratively in a team environment is an asset.
• Demonstrated strong computer skills, including proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with website design is an asset.

Department: Research Acceleration and Strategic Initiatives
Status: Permanent
Employment Group: ASPA
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $50, ,344.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Specialist Professional
Salary Phase/Band: Phase 1
Posted Date: 4/29/2024
Closing Date: 5/13/2024 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

Criminal Record Check: Not Applicable
Driver's License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable

Administrative Coordinator

Research Acceleration & Strategic Initiatives (RASI) supports the university research community in the incubation and development of research grants, infrastructure projects and initiatives. A key goal of the office is to provide researchers and the university with services and programs that afford a competitive edge when applying for external research funding.

Primary Purpose: Research Acceleration and Strategic Initiatives (RASI), a unit of the OVPR, provides pre and post award support for grants from the individual to institutional level. RASI works with the university research community in key initiatives such as programming to support researchers at all levels, the incubation and development of large-scale institutional research programs and infrastructure projects, assisting researchers in navigating pre and post award grant processes, and linking research and teaching in undergraduate research. This position will coordinate office administration and support the Director.

Nature of Work: Reporting to the Programs Coordinator, this position is part of a cohesive, cross-unit team providing excellent, proactive service to the research community. The position is of average complexity, the incumbent will exercise decision-making within established guidelines. Work must consistently meet high standards of accuracy in an environment of continuous change and frequent interruptions. The work is deadline driven and very detailed, requiring skills in prioritizing in order to meet external and internal timelines. There is a strong emphasis on anticipating requirements and creating solutions. Excellent communication and interpersonal skills are essential. Discretion is required as the position has access to highly confidential information. This position provides superior support to the Director across a full range of duties, inclusive of managing the calendar, developing process, and key documents for communication. The position may have shifting priorities and will be expected to exercise judgement during fast-paced periods.

Typical Duties/Accountabilities:

Support for the Director

• Provide timely and effective management of the schedule and associated logistics of the Director, ensuring full preparation for all commitments, including gathering or creating background and meeting material.
• Support committees and working groups, including scheduling meetings, minute taking and following up on action items.
• Provide excellent research and administrative support to the Director through undertaking environmental scans and other research projects and drafting and editing official correspondence and presentations.

Office Coordination

• Provide administrative oversight and coordination of the office, purchase orders, human resource processes and unit finances.
• Coordinate events, including providing expert logistical planning and support for campus-wide special events.
• Oversee office purchases and expenses, including completing monthly reconciliation of office finances and expenditures, and development, payment and execution of contracts and services.
• Maintain office communications including drafting the weekly newsletter and maintaining the RASI website and acting as the first point-of-contact for the main RASI email inbox.
• Provide project and program support for RASI strategic programs (DARE, Undergraduate Initiative, Research Junction, etc.).
• Coordinate office administrative procedures and processes and assess them with a view to making them more effective and efficient.
• Exercise decision-making and problem-solving to ensure priorities and deadlines are met and take initiative to move beyond completion of assigned tasks to plan for future changes or requirements.
• Provide backup calendar support, including scheduling meetings and travel arrangements, for the Associate Directors as needed.
• Other duties as assigned.

Qualifications
Education: An undergraduate degree in a related field. An equivalent combination of education and experience may be considered.

Experience: A minimum of three years' experience in an administrative role in an academic and/or research administration environment. Experience using Outlook, managing ongoing projects, editing and proofreading documents and strong internet research skills would be considered an asset. A working knowledge of the University of Saskatchewan environment is a valuable asset, including knowledge of university systems (Concur, FAST, UnivRS).

Skills:

• Exceptional organizational skills with a proven ability to work on multiple projects with competing demands to meet deadlines; Demonstrated sound judgment, tact, discretion, and professional integrity;
• Proven ability to work in a high volume setting and manage multiple projects with competing demands and deadlines;
• Ability to maintain meticulous attention to detail and ensure accuracy;
• Effective interpersonal and communication skills, both written and verbal;
• Demonstrated ability to work independently and be self-motivated, as well as to work collaboratively in a team environment is an asset.
• Demonstrated strong computer skills, including proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with website design is an asset.

Inquiries about this position can be addressed to Meaghan Risling, Programs Coordinator, at .

Department: Research Acceleration and Strategic Initiatives
Status: Permanent
Employment Group: ASPA
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $50, ,344.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Specialist Professional
Salary Phase/Band: Phase 1
Posted Date: 4/29/2024
Closing Date: 5/13/2024 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:

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 | taapwaywin | 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.

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