Assistant Manager, Graduate Programs, College of Arts and Science Administration Support Group

Assistant Manager, Graduate Programs, College of Arts and Science Administration Support Group

The College of Arts and Science includes 18 departments that span the natural and physical sciences, the social sciences, and the humanities; the college is also home to the School for the Arts. Several institutes, centres, and interdisciplinary programs are also part of the college, which occupies fourteen buildings across campus. The college has approximately 300 faculty, 150 staff, and 9,000 students, with annual expenditures of nearly $100-M across more than 2,000 funds. The Administrative Support Group (ASG) provides clerical and administrative support in the areas of finance, graduate support, collegial processes, faculty recruitment, sessional postings, and other specific duties for academic units and programs in the College of Arts and Science.

Primary Purpose: The Assistant Manager supervises Administrative Support Group (ASG) staff, ensuring the provision of a high level of Graduate Programs support to departments in the College of Arts and Science. The Assistant Manager also plays a key leadership role within the Administrative Support Group.

Nature of Work: This position reports to the College General Manager while working closely with the other ASG assistant managers to ensure that ASG staff are providing timely and accurate support for the departments in the College of Arts and Science. The Assistant Manager works in a diverse and complex environment that has multiple competing demands and strict deadlines. This position has a broad working knowledge of University of Saskatchewan graduate programs processes and uses this knowledge to assist ASG staff in their work.

Accountabilities:

Supervisory Duties

The Assistant Manager, Graduate Programs Support, is responsible for:

• Managing the employee life cycle of multiple direct-reporting staff through activities such as: recruitment, retention and separations, orientation and onboarding/training, coaching and performance feedback, supporting professional growth, training and development, managing performance improvement and addressing disciplinary matters as appropriate
• Providing supervision for the day-to-day operations of ASG staff, and ensuring staff are working within financial, operational and procedural standards while satisfying the service needs of departments
• Building and maintaining strong relationships with stakeholders, particularly Department Heads
• Overseeing escalated enquiries and assisting in resolving non-routine or complex issues
• Contributing to the planning, establishing and execution of administrative support strategies and priorities, operations and services, and improved processes and technologies that enhance service
• Working effectively with other offices (College Offices, Central Offices)
• Reducing risk by remaining current with and adhering to university policies, guidelines and processes, collective agreements and relevant legislation

Graduate Programs Support Duties

The Assistant Manager is responsible for:

• Assessing the graduate programs support needs of departments and other units in the College of Arts and Science, allocating staff resources accordingly, and making recommendations regarding levels of staff support to the College General Manager
• Ensuring key functions are maintained in the event of staff absences by proactively arranging for coverage by other staff, or other alternative coverage

Education: A relevant diploma or degree from a recognized post-secondary institution.

Experience: At least three years of administrative support experience in a large institution, preferably in a service-oriented setting in an academic unit at a university. Experience providing leadership and supervision to staff. Experience with key administrative support functions, including, support for collegial processes, , grad support and minute-taking would be assets. Direct experience with University Graduate Programs would be an asset.

Skills: Proven leadership ability; ability to effectively train staff and direct and delegate tasks to ensure the timely and accurate completion of activities; effective interpersonal and communication skills, both written and verbal; highly effective customer relations skills, including the ability to provide timely and courteous service under stressful conditions with a tactful and firm approach; ability to work independently and as part of a team; demonstrated ability to maintain attention to detail; proven problem-solving abilities; confidence to make decisions and the ability to communicate and implement decisions appropriately; broad working knowledge of university administrative processes; proficiency with computers and university systems; effective organizational skills, ability to prioritize effectively in a fast-paced environment. Experience with Banner Student, JIRA, About US, and Crystal Reports would be considered assets.