Administrative Assistant

Faculty/Department Faculty of Kinesiology & Health Studies Unit KHS-Dean’s Office Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary

As part of the Faculty of Kinesiology & Health Studies Business Operations team, this position will serve as a primary support and subject matter expert to the Teaching, Learning & Research programming team, and will provide back up support to non-credit Client Services, as required.

Duties include, but are not limited to:
Reception

• Provide assistance with general reception duties in the KHS General Office for in person, phone, email and data based contacts for students, staff, faculty, coaches, internal and external clients.
• Receive, evaluate and respond to all incoming inquiries and requests as required for students, staff, faculty, coaches, internal and external clients

Administrative Support

• Collect course outlines, e-file and post to web
• Archiving of student (undergraduate and graduate) records
• Back up to the Administrative Assistant, as required
• Update and maintain positional information and procedural manuals
• Prepare, run, and/or distribute statistical reports and summaries, as requested
• Compose general correspondence
• Back up for file/appointment preparation (daily)

Committee Support (Academic Planning and Program Committee, Scholarship)

• At the direction of the Academic Program Coordinator, prepare and circulate agenda and supporting materials and record and publish minutes of meeting

Scholarship

• Prepare application summary/ eligibility summary for meetings as required (minimum 3 times per year) for academic (undergraduate and graduate) and athletic scholarships and awards
• Provide data summary for most suitable recipient by way of annual stat sheet for awards where no application required
• Maintain accurate records for each scholarship, including process, recipient, Terms of Reference, communication to students
• Provide recommendations for improvement to TOR and processes
• Reporting on Dean’s Honour List recipients to the Registrar’s Office and Dean’s Office each semester
• Prepare recipient notification for Student Awards and Financial Aid following each meeting

Transfer Credit

• Review post-secondary transcripts and prepare evaluation form based on courses already present on Banner
• Collect detailed syllabi for courses that have not been evaluated; disseminate to other faculties as required; compile potential KHS courses for review
• Maintain data record of transfer credit (ie. by student; status by course – who it was sent to and when)
• Assistance with articulation agreements as required

Graduation and Convocation

• Monitor and audit applications in advance of graduation process and update completion terms for each applicant
• Initial review of student degree audit and identification of possible issues in advance of file approval
• Update application as required (review, withdrawal, rejected, etc)
• Preparation of graduation and lists for Executive of Council as required
• Attending convocation ceremony, preparation of required administration
• Initial contact for graduation inquiries from students
• Communication to students regarding deadlines and processes and initial student queries
• Communicate composite picture information and organize final composite with photographer
• Coordinate faculty involvement and photography requirements on convocation day

Processing of Registrar’s Office forms

• Adjustment of Tuition and Adjustment of Grades
• Grade change forms
• Letters of Permission
• Transfer credit forms
• Primary back-up to Executive assistant for deferral of term work and/or final exams

Position Requirements

• Graduation from Grade 12 supplemented by a recognized business course and three years related experience
• Familiarity with University registration procedures and Faculty of Kinesiology and Health Studies’ academic and non-credit programs, policies and procedures an asset
• Must be capable of working independently and as part of a team
• Effective oral and written communication skills are required with the demonstrated ability to follow oral and written instructions accurately;
• Demonstrated skill using Microsoft Office (Word, Excel, Power Point, Access)
• Knowledge of Banner and/or familiarly with enterprise information management systems an asset;
• Ability to organize and prioritize workload and meet deadlines
• Ability to establish and maintain effective working relationships exercising a considerable degree of judgment and discretion regarding sensitive and confidential matters and materials
• Demonstrated knowledge of cash management principles required including experience with cash registers, POS, and cash reconciliation.
• Demonstrated ability to work effectively in a fast paced, high traffic environment

Physical Demands Pay Grade CUPE Phase 4 Salary Range $41,241.20 – $55,710.20 Annually Status Permanent Work Hours Duration (if Term/Temporary) Full-Time/Part-Time Full Time Preference Posting Target Posting

Contact Information

Job Open Date 05/11/2021

Job Close Date 05/17/2021

Open Until Filled No

Special Application Instructions

Diversity Statement

The University of Regina is committed to an inclusive workplace that reflects the richness of the community that we serve. The University welcomes applications from all qualified individuals, including individuals within the University’s employment equity categories of women, persons with disabilities, members of visible minorities, Indigenous persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code.

Competition Number 20210108A/S