Operations Administrative Assistant Jobs in Saskatchewan

The administrative and finance clerical assistant provides administrative, financial, coordination, and communication support within a complex, service-oriented environment in the unit. This position processes financial transactions, maintains records, and supports reporting and budget tracking activities. The clerical assistant coordinates administrative operations, meetings, events, and stakeholder communications to support unit programs and initiatives. This role acts as a resource for internal and external stakeholders while maintaining accurate information and documentation. Additionally, they contribute to operational processes and support ongoing activities and special projects while supporting effective administrative and financial practices. 

Duties and Responsibilities:

• Coordinates financial administration activities, such as invoice payments, expense claims, travel reimbursements, and journal entries. 

• Supports grant administration activities by preparing documentation and coordinating submissions. 

• Reconciles financial accounts, purchase cards, and transactional records. 

• Assists with financial reporting activities, budget tracking, and preparation of documentation. 

• Processes accounts receivable invoices and follows up on outstanding items. 

• Investigates financial discrepancies and gathers information for resolution. 

• Maintains financial records in alignment with institutional procedures and audit requirements. 

• Coordinates administrative operations and supports unit activities and initiatives. 

• Oversees calendars, schedules meetings, and coordinates logistics. 

• Prepares agendas, records meeting minutes, and distributes documentation. 

• Develops reports, presentations, correspondence, and briefing materials. 

• Maintains electronic and physical filing systems and records management processes. 

• Coordinates onboarding activities, such as documentation, system access, and orientation arrangements. 

• Reviews and tracks timesheets, casual staffing information, and related records. 

• Serves as the primary point of contact for internal and external stakeholders. 

• Facilitates communication and information sharing across departments and partners. 

• Coordinates workflows and monitors action items for timely completion. 

• Provides administrative information and support to staff, faculty, students, and external stakeholders. 

• Coordinates logistics for meetings, workshops, events, and program activities. 

• Supports planning and delivery of in-person and virtual events. 

• Assists with program initiatives, operational improvements, and special projects. 

• Supports committee activities, working groups, and planning sessions. 

• Drafts, edits, and distributes communications and informational materials. 

• Maintains records of decisions, processes, communications, and program activities. 

• Supports updates to websites, internal platforms, and communication tools. 

• Communicates and acts in a respectful and professional manner, collaborates effectively, abides by policy, and contributes to a positive and productive work and learning environment. 

• Engages in continuous learning by participating in activities, training, and events related to Indigenous engagement, reconciliation, equity, diversity, and inclusion. 

• Demonstrates respect and dignity for all members of the community, actively contributes to an environment of acceptance and inclusion of others, and responds to different perspectives from a place of curiosity, respect, and non-judgement. 

• Undertakes related duties, as assigned, consistent with the nature of the position. 

Qualifications:

• A diploma in business administration; a bachelor's degree in business or a related field is preferred. 

• Minimum of two years of experience in administration, financial, or operational support roles.    

• Experience processing financial transactions, performing reconciliations, and maintaining financial reports. 

• Experience in a post-secondary or public sector environment is an asset.  

• Experience with enterprise financial, human resources, or student information systems is an asset.  

• Knowledge of administrative practices, financial processes, and records management principles.  

• Effective interpersonal and communication skills. 

• Ability to adapt to changing priorities and operational requirements.  

• High attention to detail with the ability to process detailed information accurately. 

• Ability to organize work, maintain multiple priorities, and meet deadlines.  

• Strong organizational and relationship-building abilities. 

• Ability to work effectively both independently and collaboratively in a team.  

• Proficient computer skills, including Microsoft Office applications. 

The University of Saskatchewan recognizes alternate career paths; therefore, a combination of education and experience may be considered.