Clerical Assistant, Career Services

Clerical Assistant, Career Services

Career Services empowers students to achieve career success by leading, guiding, and partnering to advance career education at the University of Saskatchewan. Working in partnership with employers, our community and our USask colleagues, we facilitate students' access to opportunities, creation of connections, and preparation for and management of their careers. We also play a key role in supporting students in developing competencies (knowledges, skills, attributes) within their academic programs, and through experiential and work integrated learning opportunities.

Primary Purpose: The Clerical Assistant will provide clerical support within Career Services and act as the first point of contact for students, employers, faculty and staff, providing quality customer service.

Nature of Work: Reporting to the Employer and Community Engagement Coordinator, the Clerical Assistant will assist in the operations of Career Services by working cooperatively with other staff to ensure seamless customer service and efficiency with minimal supervision. The incumbent will be expected to have strong customer service experience as well as time management, critical thinking, organization and communication skills. They must comply with all relevant policies and procedures; complete assignments and support team efforts and projects as directed; and participate as an active and supportive member of Career Services demonstrating initiative and self-motivation where appropriate. This work is fast paced, moderately complex, with a high volume, excellent problem-solving skills and the ability to exercise good judgment critical. The incumbent must understand the impact of their work on the University context and ensure the quality of their work meets the needs and standards of the office. No travel, shift or weekend hours required.

Typical Duties or Accountabilities:

• Serves as Career Services’ front reception and first point of contact, greeting visitors and providing customer service.
• Responds to and redirects in-person, telephone, and email inquiries and triages inquiries, issues and concerns.
• Follows established guidelines to process job postings and approve employer profiles with good judgment.
• Receives and processes debit and credit card payments.
• Performs daily opening and closing duties.
• Manage office Outlook Calendars, and Schedule office wide meetings.
• Book rooms for various on-campus events for employers and community partners.
• Entering data into tracking documents.
• Providing clerical assistance and general support for events including the coordination of room bookings for unit events.
• Participating in professional development opportunities and team building activities.
• Maintains the physical office space including liaising with building and cleaning staff, coordinating repairs, and supporting the Director in establishing and implementing plans for short-term and long-term maintenance and upkeep of physical spaces.
• Manages inventory for unit including supplies, resources, furnishings, and equipment. Anticipates needs of the staff and unit and plans accordingly. Advises System Administrator on required purchases.
• Assists with employer registrations and waitlists for events.
• Assisting with administrative duties for Community Engaged Learning Projects.
• Overseeing & leading the office bulletin board renewals and updates.
• Document minutes during weekly Team Meetings and manage Team Meeting OneNote.
• Supporting office priorities and special events.
• Other duties as assigned.

Education: Completion of Grade 12 is required. Completion of a relevant certificate from a recognized post-secondary institution is required.

Experience: A combination of customer service and administration experience is required. Experience in an educational setting will be considered an asset.

Skills: Professionalism and dedication to providing excellent customer service.

• Proven verbal and written communication skills with a strong attention to detail, and ability to create and edit content.
• Strong computer skills with proficiency in Microsoft Office including Teams, Word, Excel, Outlook and OneNote.
• Effective organization and time management skills, and demonstrated attention to detail.
• Ability to assess priorities and work in a self-directed manner, managing multiple tasks with competing timelines.
• Must be able to deal positively and effectively with stressful situations, and engage in constructive, collaborative relationships with cultural sensitivity.
• Demonstrated strong critical thinking skills and ability to exercise good judgment when problem solving.
• Ability to show initiative and proficiency in all facets of clerical work.