Administrative Assistant - Regina, Canada - University of Regina

University of Regina

Verified Company

Regina, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Faculty/Department Faculty of Media, Art, and Performance Unit Media, Art, and Performance-Dean's Office 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

Reporting to the Faculty Administrator, the incumbent provides administrative support required for the operational needs in the Faculty of Media, Art and Performance.

This position will:

Provide basic administrative support for the administrative and academic operations of the Faculty relating to student programs, faculty research, and Faculty events;
Respond to student inquiries regarding classes, schedules, and registration;
Book and manage a Department Head or program coordinator's calendar;
Serve as a primary point of direct administrative contact and liaise with other offices, individuals, and external institutions and agencies on a range of day to day issues;
Liaise with other university offices to complete administrative tasks such as, but not limited to, payroll, course scheduling/timetabling using the Data Collection Utility (DCU), ordering textbooks, travel authorization, etc.;
Ensure sessional instructor, teaching assistant, and applied music instructor job postings, workflows, and matters pertaining to the appointment processes are completed;
Prepare meeting agendas/minutes, memos, reports, course materials, examinations, academic papers, and coordinate printing, duplicating, and stationary functions;
Coordinate and oversee the management and restocking of supplies, equipment, and facilities for the unit, including maintenance, inventory management, logistics, security, and related activities;
Assist with the coordination and organization of events, rehearsals/performances, conferences, and guest artists/speakers;
Reconcile purchasing card transactions while ensuring proper approvals, documentation, and reports are completed by established deadlines and in compliance with University policies, procedures, and practices;
Monitor, reconcile, and report financial data using a variety of systems and software, including Banner, Caspur, FAST, and point of sale machine;
Administer processes around journal vouchers, petty cash accounts, point of sale machines, requisitions, and the university purchasing card;
Coordinate invoicing and payment processing for cost recovery units;
Maintain fixed asset records;
Provide administrative support to update and maintain department websites;
Verify accuracy of travel claims and travel requisitions;
Assign FOBs, keys, and locker rentals;
Assist with the implementation of policies and procedures as requested;
Gather, enter, and update data to maintain departmental records and databases; establish and maintain files/records;
Act as backup for other administrative support positions in the Faculty;
Perform other related duties as assigned.

Position Requirements

Grade 12 supplemented by the successful completion of a recognized business course combined with a minimum of three years' experience, preferably within a university environment. An equivalent combination of education, training, and experience may be considered;
Knowledge of the University's programs, policies and procedures with an emphasis on programs and courses offered by the Faculty of MAP 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-GroupWise) and complex databases such as Cascade, CASPUR Reports, Banner, E-Recruit, Fast Administrative Support Tools (FAST), Infosilem Data Collection Utility (DCU), Marketplace, and Perceptive Content;
Experience providing support with event planning;
Knowledge and skill in maintaining webpage content;
Demonstrated knowledge of generallyaccepted accounting principles, procedures, and processes;
Knowledge of University policies and procedures;
Knowledge of the University community, programs, and administrative offices;
Knowledge of supplies, services, equipment ordering, and inventory control;
Experience in records management and tracking of information;
Ability to communicate effectively, both verbally and in writing;
Ability to understand and execute oral and written instructions;
Ability to work independently with mínimal supervision;
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;
Demonstrated knowledge of and skill in office practices, principles, and procedures;
Strong interpersonal skills to establish and maintain cooperative working rela