Head Manager Jobs in Saskatchewan (NOW HIRING)

Primary Purpose: To provide administrative support to both the Department Head and Manager of Psychiatry. To provide reception and friendly guidance to department faculty and to administer office operations and ensure high quality service throughout the office.
Nature of Work: Reporting to the Finance and Administration Manager, this position carries out various administrative tasks to support the mission of the Department of Psychiatry and the Department Head. The person in this role will be required to make operational decisions independent from supervisory oversight and may also provide some supervisory duties to ensure smooth administrative operations across the department. This position exercises discretionary decision making including the interpretation of policy, development of recommendations and application of sound judgement to determine and implement the appropriate guidelines or procedures. The work requires a proactive approach in a complex, academic and clinical environment and the ability to work and communicate effectively and cooperatively is essential. Due to the nature of the job, impact of error is high; therefore all duties and information provided to the Department Head, Manager and other stakeholders must be accurate. Work is performed with minimal supervision in a fast-paced environment, subject to multiple conflicting deadlines and priorities with frequent interruptions. Professional working relationships must be established and maintained with a diverse group including students, faculty, staff, Saskatchewan Health Authority employees and various others.
Typical Duties or Accountabilities:

• Administrative and operational support for the department and the main point of contact for the department head.
• Coordination of department head's portfolio, including calendar management, scheduling, note-taking, minutes and dictation (as well as other duties as assigned). Will also be expected to make travel and room arrangements and be a delegate for financial reimbursements.
• Maintain the collegial processes including CVs, teaching dossiers, assignments, appointments, renewals, salary reviews, tenure, probation, promotion of faculty, etc.
• Provide support to the department for maintenance of ACFP and AFP contracts including collection and distribution of documents, tracking, deadlines and renewals.
• Submit travel expenses and approvals as a delegate for the department head and potentially other appointed or visiting faculty.
• Create and circulate correspondence on behalf of the department head.
• Act as a recording secretary for meetings, coordinate documents and correspondence.
• Supervise CUPE staff, collect and review staff time sheets from support and research staff.
• Provide day-to-date reception (answering phones, filing, faxing, etc.).
• Track and distribute departmental keys, duress fobs and other like devices.
• Track and assist departmental office space and maintain accurate floorplan map.
• Provide support for the departmental manager, and act as a backup for the communications, projects, UGME and PGME support roles.
• Provide support for the CME directors in Saskatoon and Regina.
• Support for departmental research coordinators including, but not limited to, fund and grant tracking and publications.
• Administer room bookings, schedule video teleconferencing and order catering for department meetings and other like activities.
• Manage office inventories, sort mail, order supplies and make departmental purchases. Administer and reconcile departmental Purchasing Card.
• Maintain accurate list of faculty and staff contacts for both in-house and off-campus faculty.

Qualifications

Education: Grade 12 education and successful completion of a business/administrative program is required. A relevant undergraduate degree would be considered an asset.  
Experience: Candidate must have a minimum of 5 to 7 years' experience providing administrative support within a fast-paced and highly dynamic office environment. Knowledge of university systems such as UniFi, UniFi Plus, FAST, PeopleSoft/About US and Crystal Reports would be considered an asset.  Experience working and collaborating in diverse and inclusive settings is required.

Skills: Demonstrated ability to provide accurate and timely support to the department and its leadership. Effectively work independently, be able to communicate clearly and to ensure high-quality work and demeanor as a representative of the department. Must be polite, conscientious and self-motivated. Must be able to identify problems early to ensure the department and its leadership is prepared. Strong computer skills and language skills are a requirement. Knowledge of the University of Saskatchewan and the Saskatchewan Health Authority would be considered an asset.