Administrative Associate, Office of Student Services and Office of Career Advising and Mentorship

Primary

Purpose:

The Administrative Associate coordinates and implements the day-to-day activities required to support the goals and vision of the Office of Student Services (OSS) and the Office of Career Advising & Mentorship (OCAM). This role provides administrative and operational support at the unit level, ensuring the smooth functioning of office processes, student services, and career advising initiatives. Working within established guidelines and policies, this roles performs self-directed work to manage communications, schedule meetings, track data, and support programming.

Nature of Work: Reporting to the Director of Student Services, UGME Program Manager (Saskatoon Campus), and the OCAM Coordinator, this position has an operational focus, supporting short-term planning and day-to-day administration. The Administrative Associate independently exercises a scope of assigned duties while adhering to established policies and procedures. As the first point of contact for students, this role requires strong organizational skills, discretion in handling confidential information, and the ability to manage multiple priorities effectively.

Collaboration with internal and external stakeholders ensures consistency across sites.
Typical Duties or Accountabilities:
General administrative support

• Coordinates and implements administrative activities to support the day-to-day operations of OCAM and OSS.
• Manages inquiries and correspondence through the career advising inbox and the director’s email inbox
• Provide admin support for the Director of Student Services, schedules and coordinates meetings for staff, students, and external partners.
• Other duties as assigned.

Student services support

• Supports the implementation of OSS initiatives by processing data and tracking program activities.
• Assists with research and program development, using feedback and assessment tools to support student career exploration and well-being initiatives.
• Processes teaching payments for OSS and OCAM Saskatoon curricular sessions.
• Other duties as assigned.

Career advising and mentorship support

• Manages the appointment booking systems and the process of tracking faculty advising hours. Update monthly student schedules to support the coordination of advisors’ availability.
• Coordinates OCAM team meetings, including compiling agendas, taking minutes, and scheduling follow up meetings.
• Oversees the tracking of OCAM program statistics including appointment numbers.
• Manage the OCAM calendar, create and maintain calendar invitations for advisor hours, OCAM curricular sessions, and update session details as needed.
• Provides logistical and administrative support for the career advising appointments.
• Oversees the PCard reconciliation process, ensuring documentation is compiled and submitted for approval.
• Coordinates event logistics for career advising and mentorship programming, including venue bookings, budget management, and post-event evaluations.
• Supports the development of communication materials, including social media posts, email communications, and educational resources.
• Coordinates mentorship initiatives, including sending out matching results, planning events, and collaborating to developing resources
• Other duties as assigned.

Preferred Training: Certification in Mental Health First Aid and suicide prevention (e.g., Safe Talk, ASSIST) is strongly recommended to support students effectively.

Education: Undergraduate degree in Health Care, Administration, Education, Social Work, Psychology, or related fields. A combination of education and experience may be considered.

Experience: 2–3 years of experience in a similar role, emphasizing…