Clerical Assistant, Graduate Student, Small Animal Clinical Sciences

Clerical Assistant, Graduate Student, Small Animal Clinical Sciences

Primary Purpose: To provide graduate student administration, financial and clerical support within the Department of Small Animal Clinical Sciences.

Nature of Work: Reporting to the Administration Manager, WCVM, this position provides support to the Department Head of Small Animal Clinical Sciences (SACS) and administrative duties related to graduate training and support for departmental finance. This position interacts with undergraduate and graduate students, faculty and staff, requiring good interpersonal skills, attention to detail in maintaining records and correspondence. Work is performed with general supervision in a fast-paced environment, subject to multiple, conflicting deadlines and priorities, with frequent interruptions. The incumbent exercises discretionary decision making.

Typical Duties: Serves as the Graduate Secretary for the department and provide administration support. Act as a departmental liaison with the College of Graduate Studies. Provide administrative support for the Graduate Chair; assist potential graduate students, including interns and residents, concerning admissions, visa’s and program requirements; assist with graduate student recruitment through matching program, create and maintain student files and generate the Program of Studies; upload student progress reports; onboard graduate students; schedule committee meetings; prepare and distribute minutes; arrange and prepare qualifying and comprehensive examinations; update and translate transcript files; schedule defenses and prepare defense documentation; enter grades for graduate courses; schedule graduate seminars including notices; provide administrative related to graduate student payroll and immigration documentation when required. Looks after Classbuild’s. Provides support to the administration team, processes payments, photocopying and other clerical duties as assigned. Provide back up for other clerical staff (receiving).

Qualifications
Education: Completion of a recognized post-secondary business/administrative program. An equivalent combination of education and experience may be considered.

Experience: Minimum two years of directly related experience. Experience in an office setting, RMS, JIRA, FAST, About Us, Concur, Unifi, JV’s, Crystal Reports, Cascade (Web page); familiarity and experience with Banner, Sirius, PAWS, Word, Excel and Outlook. Experience with financial duties is required.

Skills: Ability to manage multiple tasks and maintain attention to detail; ability to effectively work both independently and as part of a team; effective interpersonal, communication and organizational skills; basic accounting skills; demonstrated ability to function in a high volume setting with numerous and conflicting deadlines; demonstrated public relations skills including the ability to interact effectively with public, students and university personnel; ability to handle interactions with tact, discretion, confidentiality and cultural sensitivity; self-motivated and creative, with the ability to follow direction and at the same time exercise initiative when required; and a general knowledge of office procedures. Knowledge of the University of Saskatchewan procedures is required. Strong computer skills including keyboarding and proficiency with Excel, Outlook and Word are essential. Must have knowledge of graduate student policies and procedures.

This position is in scope of CUPE 1975

Be sure to apply online as emailed applications will not be accepted.