Administrative Assistant

Administrative Assistant
Overview
Are you passionate about empowering students and shaping academic excellence? We’re seeking a proactive and dedicated  Administrative Assistant  to be an integral part of our team, supporting and guiding our undergraduate student community towards success.

Responsibilities

Act as a primary point of contact for faculty, staff, students, and external vendors regarding purchasing, financial processes, and general office inquiries.

Manage the full procurement lifecycle, including purchase requisitions, order tracking, receiving, and payment processing in institutional systems.

Maintain accurate financial records, including reconciliations, fixed asset tracking, procurement card management, and monitoring operating budgets.

Review and process reimbursements, ensuring compliance with university financial policies and procedures.

Manage office operations tasks such as inventory, supplies, equipment lifecycle (including salvage and disposal), and facilities requests.

Process and coordinate procurement of laboratory materials, including hazardous chemicals, ensuring compliance with safety and regulatory requirements.

Provide reception support and assist with general inquiries, including student-facing questions as needed.

Liaise with internal units such as Financial Services, Supply Management, and other academic and administrative departments to ensure efficient operations.

Troubleshoot procurement, payment, and vendor issues, ensuring timely resolution and continuity of operations.

Compile, track, and analyze financial and operational data to support reporting and decision-making.

Other job‑related duties as assigned.

Benefits

Meaningful impact:
Your work directly contributes to creating a better environment for students, faculty, and staff.

Professional growth:
We support your development, offering opportunities for advancement and learning.

Work‑life balance:
We value your well‑being and understand that your personal life is most important.

Dynamic and inclusive workplace:
We value diversity and inclusivity, celebrating different perspectives and experiences.

Innovation culture:
We encourage fresh ideas and innovative thinking.

Competitive compensation:
We offer a competitive compensation package and benefits, including health, dental, and vision benefits, a flexible spending account, a pension plan, and more.

Position Requirements

Graduation from Grade 12 supplemented by the successful completion of a recognized business course.

Minimum of three years experience related to the duties specified.

An equivalent combination of education and experience may be considered.

Skills That Will Ensure Your Success in this Role

Intermediate to advanced knowledge of MS Office (Word, Excel).

Knowledge of office practices, principles and procedures.

Previous knowledge and experience in purchasing and accounts payable.

Knowledge of WHMIS and hazardous chemical purchasing.

Knowledge of accounting procedures and budget monitoring.

Ability to apply university, government and Faculty academic and administrative policies and procedures.

Experience using complex database systems; preference for Banner Purchasing and Finance, experience using other equivalent business systems may be considered.

High level of organizational skills and ability to prioritize and handle multiple tasks efficiently and meet deadlines.

Experience in providing executive support to committees, including agenda development, scheduling, minute taking, transcription and meeting package distribution.

Strong attention to detail to complete high quality, accurate, error‑free work.

Ability to work independently and as part of a team in a fast‑paced office environment exercising good judgment and calmness under pressure.

Ability to work with minimal supervision and make informed, independent decisions in accordance with established policies and procedures.

Ability to communicate effectively orally and in writing.

Ability to be courteous and tactful with everyone and maintain effective working relationships with other employees.

Physical Demands
May involve lifting or handling packages associated with delivered goods.

Earnings
Pay Grade: CUPE Phase 4
Salary Range: $45,591.40 - $61,570.60 Annually

Employment Conditions
Term (one year with possible extension), Monday to Friday, 8:15 am to 4:30 pm.

EEO 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 Saskatchewan Human Rights Code, 2018.

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