Health Assistant Jobs in Saskatchewan (NOW HIRING)

Position: This .8 FTE position is a ten-month term, with the possibility of extension, to hopefully start by September 7, 2026. The position includes administrative support for a pan-Canadian summer institute on public health scheduled for June 2027, research administration for the organization, and additional operational support for our membership.

Organizational Profile: The Urban Public Health Network (UPHN) is a national network established in 2004, which today includes the Medical Officers of Health in 24 of Canada's large urban centres.  Working collaboratively and with a collective voice, the Network addresses public health issues that are common to urban populations. The UPHN performs research on topics of relevance and interest to our membership and augments the lessons from our findings to support implementation, knowledge translation, and educational and networking events.

Primary Purpose: The primary UPHN office and its research projects are based at the University of Saskatchewan. UPHN is currently seeking an Administrative Assistant to coordinate the support of research and operational activities in the areas of human resources, financial, meeting and event organizing, research administration and communications (including website/social media updates).

Nature of Work: Reporting to UPHN's Assistant Director, the Administrative Assistant is responsible for assisting with the administrative details for a summer institute on Public Health Services and Systems Research (PHSSR) slated for June 2027, as well as supporting and leading the day-to-day administrative work associated with the network and UPHN's research projects.

Generalized Duties:

• Work as a liaison with research team members, the College of Medicine and USask administrative/financial units.
• Process new research (student) hires within USask systems.
• Assist in the daily transaction of research funds.
• Provide support to UPHN Management for year-end audits on financial transactions.
• Assist in UPHN's Annual meeting preparation (room and hotel bookings, communications to members, and minute-taking).
• The position requires effective time management and multi-tasking to meet crucial deadlines and requires a high level of accuracy. The work will have various deadlines, peak periods and situations that require both the ability to work independently and as part of a team. The work requires responsiveness and attention to detail and will often require independent judgment.

Specific Duties/Accountabilities

Public Health Summer Institute 2027:

• Coordinate all administrative tasks associated with meeting room bookings (including I.T., contracts, accessibility services) for the Summer Institute at the University of Saskatchewan.
• Coordinate or oversee the hotel bookings, travel and food services for attendees and visiting faculty for the event
• Handle expenses and paperwork related to travel, i.e., submit travel requests, assist in booking flights, hotels, submit travel claims through Concur.
• Assist with logistical support for community visits for attendees.
• Communicate with CIHR and prospective students interested in the Summer Institute to ensure logistical clarity
• Establish registration system for attendees.
• Coordinate logistics, or delegate to volunteers, during the actual event days to ensure smooth execution of Summer Institute.
• Provide administrative oversight for minute-taking and workshop needs.
• Provide guidance for interested parties wanting to be involved in the Summer Institute outside of regular attendees.

Human Resources/Personnel:

• Submit job changes (new hires, salary or FTE changes, extensions/ terminations) through About-US.
• Coordinate onboarding paperwork for hiring grad students, new staff, consultants/contractors.
• Responsible for assigning and overseeing office space allocation.
• Ensuring new hires have proper onboarding needs (such as I.T. acquisitions).

 
Financial:

• Monitor network accounts with our major funders (i.e. CIHR, CPAC).
• Keep abreast of financial records for each fund (Operating Statements, Transaction Details and receipts).
• Periodically prepare project financial statements/spending to budget.
• Maintain project spreadsheets for each fund and overall project.
• Prepare journal vouchers as needed.
• Handle expenses and paperwork related to network travel, i.e., submit travel requests, assist in booking flights, hotels, submit travel claims through Concur.
• Ensure all invoices are paid and charged to the appropriate fund number.

Additional Meetings & Events:

• Administrative support in organizing UPHN's Annual meeting and research workshops, seminars etc. - facility/room and meal bookings, contracts, reimbursing expenses, preparing materials, etc.
• Completing applications for continuing medical education credits with College of Physicians and Surgeons, and Canadian Family Physicians for workshops/conferences when needed.

Communications:

• Update website and social media as necessary.

Other:

• Order office supplies, materials and equipment as needed.
• Maintain UPHN membership contact list and communicate necessary documents to them.
• Assist with final reports to funding agencies and annual financial audit process.

Qualifications:

Education: A Bachelor's degree in Public Health, Commerce, Business Administration, Education, or related field of study, or a diploma in business administration, including at least one course in financial accounting is required.

Experience: Event management or coordination in a highly visible position. 3-5 years of relevant experience, including working in a university environment, is ideal. Experience working in a diverse and inclusive environment is required. Experience with FAST reports, Concur, Connection Point and other USask systems is highly regarded as an asset for this position. Knowledge of Tr-Agency funding is considered an asset.

Skills: 

• Previous experience with event management, particularly in an educational or training environment.
• Proficient computer skills, including Microsoft Excel applications and a high level of attention to detail are required.
• Exceptional interpersonal skills, communication, organizational and prioritization skills are required.
• Ability to update website or social media, are considered an asset.
• Demonstrates an ability to deal effectively with multiple priorities that originate from a variety of sources with competing deadlines while maintaining attention to detail and ensuring accuracy.

For questions, please contact Yvonne Hanson, Assistant Director, UPHN yvonne.hanson@usask.ca.