Executive Assistant, Department of Pathology

Summary: The Provincial Department of Pathology is an academic and clinical department within the College of Medicine, University of Saskatchewan, and the Saskatchewan Health Authority. As such, the Executive Assistant to the Provincial Head will provide support and build relationships within the context of large and complex organizations, including the University of Saskatchewan and the Saskatchewan Health Authority, and serves as a guide and resource to others who must navigate both environments.

Primary Purpose: This position will provide confidential and high-level support to the Provincial Head, Pathology, within the Provincial Department of Pathology. The position will be instrumental in providing administrative support to allow the Provincial Department senior leadership to function effectively, aiding in all aspects of program management, in keeping with the Department’s strategic priorities.

Nature of Work: Under the direction of the Provincial Head while reporting to the Manager, Department of Pathology, this position interacts with a diverse group of individuals including faculty, students, staff, clinical partners and other stakeholders. The incumbent will be required to work in a complex and ever-changing environment; adapt to shifting priorities and timelines, and frequent interruptions.

Establishing and maintaining relationships that support collaboration and problem-solving, and the ability to exercise professional judgment to make recommendations and decisions, with confidence, regarding issues or special assignments, is essential for success in this complex position. Considerable discretion is a requirement as this position is privy to, and handles, highly sensitive and at times confidential information.

The position is responsible for ensuring day-to-day work is completed accurately and information provided to others, both on and off campus, is correct. The successful candidate will contribute to a positive, diverse and inclusive work and learning environment by actively engaging in mentoring, self-awareness learning opportunities, relationship building, and communication.

Accountabilities: Administrative Responsibilities Provides confidential, comprehensive, effective and efficient administrative support to the Provincial Head, Pathology including but not limited to: Strategically manage the Provincial Head’s calendar to ensure a balance between meetings and office/work time to address priority tasks Book meetings, venues, and information technology supports including Web.

Ex, Zoom, Microsoft Teams and other platforms Prepare meeting agendas, accurately record minutes, track action items and timelines and ensure action items are completed by the assigned individuals Ensure priorities and deadlines are met, and that correspondence is handled accurately, efficiently, professionally and confidentially.

Arrange travel logistics, ensuring necessary approvals and expense reports are initiated. Prepare, gather, save/file and relay confidential information and material on a regular basis. Oversee Department reports and website updates; initiates, collates, drafts, and finalizes information Initiates and keeps records of provincial Faculty appointments, renewals, evaluations, promotions and tenures Organizes and facilitates events, arranging all logistics while complying with university guidelines Assists with special projects as needed Draft letters, presentations, and analyze data in support of the Provincial Head.

Works closely with both CoM and SHA to support strategic planning Initiates and oversees continuous improvement processes in support of strategic planning and efficient use of human and financial resources. Oversees Administrative Policies Oversees all central administrative responsibilities such as filing, facilities (Office assignment/furniture), staff onboarding needs, and equipment and logistics issues Human Resource Responsibilities Supervision of Clerical Assistant(s) tasked with Provincial Department Administrative support Collaborate with the Manager to facilitate hiring, on-boarding and off-boarding of all department employees Assist the Provincial Head with physician and faculty recruitment Preparation of leadership contracts, renewals and payments Financial Responsibilities Manages purchase orders, invoices, cheque requisitions, P-card procurement, journal vouchers, honorariums, etc.

and required financial transactions for the provincial Department Provides effective administration of the Department’s financial resources Manages capital equipment inventory and ensures purchasing guidelines are adhered to Prepares material needed to assist the Provincial Head with budget submissions related to the operations of the Department Manages Faculty Expense of Practice funding, budgets and expenses.

Collaborates with the Manager to ensure effective management of Department's operating budget and other financial accounts Qualifications Education: Completion of an undergraduate university degree is required. Successful completion of a business or administrative program or equivalent would be preferred. Completion of a Project Management course would be considered an asset.

A combination of education and experience will be considered. Experience: A minimum of five years’ experience providing confidential administrative support to senior level administrators within a fast-paced and highly dynamic office environment, preferably in an academic healthcare/university setting, is required. Experience working and collaborating in diverse and inclusive settings is required.

Experience supervising others would be considered an asset. Knowledge of the University of Saskatchewan and Saskatchewan Health Authority regulations and procedures would be an asset. Experience with Uni. Fi, Banner, FAST, Concur and Crystal Reports would be an asset. Preference will be given to candidates with previous supervisor experience.

Skills: Proficiency in Microsoft Office programs and virtual meeting platforms; Strong organization skills; Ability to work independently, as well as part of a team is essential; Effective use of judgment, confidentiality and discretion when handling sensitive issues; Effective verbal and written communication skills; Flexible and open to diverse views and ways of doing; Experienced ability to support strategic goals and recognize how short term tasks align with longer term goals.

Preference to those with the ability to manage the department’s online social media presence. The University of Saskatchewan recognizes alternate career paths; therefore, a combination of education and experience may be considered.