Clerical Assistant, Library Dean’s Office
As one of Canada’s leading research libraries, the University Library serves as the intellectual hub of USask, providing resources, services, and spaces that facilitate inquiry, discovery, and knowledge creation. The University Library is committed to developing welcoming, responsive, and accessible services and resources to support our diverse clientele, with a strategic focus on Indigenous peoples.
Primary Purpose: Provide proactive administrative support to multiple senior leaders and support various administrative processes within the Dean’s Office of the University Library.
Nature of Work: Reporting to the Administrative Coordinator, this position assists in leading the clerical team providing front-line support, back up for the Administrative Coordinator, and dedicated assistance to three senior leaders at the Associate Dean and Director levels. This position maintains an understanding of priorities and emerging issues, proactively anticipates needs and undertakes work before it is delegated. Independent workflow planning is required to anticipate deadlines, peak periods, and unexpected situations.
This position interacts with a diverse group of individuals including all Library employees, those from other units across campus, visitors and external contacts, as well as students and the public, professionally representing the Dean’s Office in all interactions.
Duties are broad and complex involving highly developed knowledge and understanding of the resources and functions related to administrative work and the organization. Initiative is required to identify and resolve issues. Sound judgment, decision-making and independence are exercised daily. Maintaining accuracy is essential to avoid significant issues. Established methods and practices are adapted to solve problems, with minimal guidance from the supervisor in determining appropriate actions for more complex tasks.
We welcome applications from candidates who demonstrate knowledge and experience in most, but not all, of the areas listed below. Candidates who are excited about this role are encouraged to apply.
Typical Duties or Accountabilities:
- Provide proactive administrative support including strategic calendar management, travel arrangements, reimbursements, tracking action items, and providing contextual information.
- Ensure continuity of urgent processes in the absence of the Administrative Coordinator by stepping in to manage tasks and make decisions on administrative matters. Serve as an informed advisor to the Administrative Coordinator.
- Serve as the secondary point of contact for the Dean’s Office of the University Library providing high quality customer service in reception duties and supporting general office duties such as payment processing, ordering food and supplies, and processing requests in a ticket-based system.
- Assist in managing permissions and membership for University Library SharePoint Teams, intranet, and email distribution lists.
- Support multiple committees, including strategic scheduling, booking meeting rooms, agenda development, minute taking, and maintaining documentation.
- Provide communication support, including proof-reading, document editing, web content development and management, and distributing information.
- Provide support and troubleshooting for library file management; including assessing submissions, updating the records inventory, and ensuring retention and disposition schedules are followed.
- Provide clerical support and backfill to the Dean’s Executive Assistant as required.
- Use skills and experience to provide guidance to other Clerical Assistant(s), as needed.
- Stay current with procedures at USask and maintain detailed written procedures for recurring tasks.
- Participate in projects and other duties as assigned.
Education: Completion of a one-year administrative assistant program from a recognized post-secondary institution or, a diploma or undergraduate degree in a relevant subject area.
Experience:
- Five or more years of relevant administrative experience in a large organization, preferably in a post-secondary or government setting.
- Experience providing support to senior level administrators including minute-taking without a recording device, schedule management, travel arrangements, and expense processing.
- Experience working effectively in a high volume, time sensitive environment.
- Familiarity with records management and data repositories, including digital, is an asset.
- Familiarity with technical library terminology and processes is an asset.
Skills:
- Proficiency in all aspects of administrative work with meticulous attention to detail and consistency; proficient and accurate keyboarding skills (60+ wpm).
- Exceptional interpersonal and communication skills, including the ability to understand and apply verbal and written instructions, accurately record and remember meeting discussions and verbal instructions, summarize verbal and written information, and write for a variety of audiences.
- Ability to apply effective investigative, analytical, and problem-solving skills.
- Strong technical aptitude with the ability to learn software programs independently.
- Intermediate proficiency in the use of MS Office suite, web content management systems, cloud file-sharing, and databases.
- Strong aptitude for customer service excelling in providing professional, responsive, and effective support through various channels including phone, email, online chats, and in-person interactions.
- Ability to act with tact, diplomacy, and discretion and to always maintain confidentiality.
- Organizational skills to manage work from a variety of sources, set priorities, meet deadlines, and handle interruptions.
- Ability to work independently as well as in a team, developing collaborative professional relationships.
- Reliable, dependable, and self-motivated with the ability to be flexible and responsive within an evolving and dynamic workplace.
Inquiries regarding this position can be directed to Nicole.Barlow@usask.ca.
Department: Library
Status: Permanent
Employment Group: CUPE 1975
Shift: Monday – Friday, 8:30 am – 4:30 pm with an EDO every third Friday
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $28.72 - 37.60 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Services
Salary Phase/Band: Phase 5
Posted Date: 4/9/2025
Closing Date: 5/13/2025 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus
The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the deybwewin | taapwaywin | tapwewin: Indigenous Truth policy and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan. 