Administrative Assistant

Position Summary

The Faculty of Arts Student Services Office supports over 1800 undergraduate students in attaining their academic goals by assisting them with registration, program advising, and records maintenance. The incumbent provides a range of administrative support services (including front-line) to students and visitors in a very busy team environment, and often under pressing deadlines.

Duties and Responsibilities:

Reporting to the Academic Program Coordinator, the incumbent works as a resource for students and facilitates their success in the Faculty of Arts. As such, this position provided exemplary customer service, responds to students needs and issues with sensitivity, efficiency, and with intercultural awareness. As part of a team of three, the incumbent has responsibility for the coordination below and provides back up in the other areas.

The incumbent manages the workload with consideration for shifting priorities, peak periods, and with firm deadlines.

Key duties of the team include:
- Guiding students, in-person, by phone, and email, on academic program requirements, registration, and Faculty/University policies and procedures;
- Assessing the need for an arranging academic advising;
- Assisting in the delivery of advising sessions for students;
- Resolving and trouble-shooting registration problems;
- Checking eligibility for, and coordinating special approvals and permissions for deferred exams, compassionate withdrawals, letters of permission, applications to restricted program;
- Organizing key academic processes such as convocation, academic action, and the archival of student records;
- Preparing agendas, minutes, and other resources for Faculty committees, including Student Appeals, Academic Program Development, and other ad hoc committees;
- Supporting recruitment and retention activities, including generating letters/emails to potential, incoming, and current students, participating in campus events;
- Administrative support for the Associate Dean (Undergraduate), Academic Program Coordinator, and Academic Advisors; and
- Other routine office duties as required.

This is an on-campus position.

Position Requirements - Graduation from Grade 12, supplemented by the successful completion of a one-year business certificate or other post-secondary education;
- Three years minimum of experience providing administrative support directly related to the duties listed above;
- Demonstrated knowledge of, and skill with, Microsoft Office software (specifically Word, Excel, and Outlook) and video conferencing software;
- Demonstrated experience in the use of Advisor (Degree Audit), CASPUR, document management systems (Content/Slate), and a complex database such as:
Banner Student Module or equivalent complex database experience;
- Knowledge and demonstrated experience in the application of policies and processes of the University of Regina and the Faculty of Arts programs, requirements and regulations;
- Experience in scheduling meetings and appointments for senior executive and staff;
- Demonstrated experience in providing administrative support in all aspects of meeting coordination;
- Experience in records management and tracking of information;
- Must have experience providing superior customer service;
- Demonstrated knowledge of appropriate methods to deal with confidential material;
- Create, compose, and edit a variety of written and electronic material;
- Demonstrated initiative in managing workload;
- Demonstarted ability to deal effectively and sensitibely with people;
- Demonstrated excellence in oral and written communication;
- Keen attention to details;
- Must be able to work under pressure, handle a multiplicity of tasks and on-going interruptions;
- Proven ability to work as part of a team;
- Infrequent evenings and/or weekend work may be required for special activities.