Administrative Assistant Temporary – Maternity Leave Position
St. Peter’s College brings together a picturesque country setting with academic excellence. Located in Saskatchewan’s heartland, St. Peter’s College offers the best of both worlds, by offering a friendly and supportive learning environment and excellent instruction, with access to the University of Saskatchewan – all of this amidst a beautiful landscape.
St. Peter’s College has been affiliated with the University of Saskatchewan since 1926. We offer face‐to face classes in Arts and Science, Business and Kinesiology. Many students attend St. Peter’s College to take their first and second year of Arts and Science, their first year of Business/Commerce, Agriculture, or Kinesiology or to fulfill the entry requirements to colleges such as Medicine, Law, Nutrition, Pharmacy, and Education
As a member of the College’s administrative team, and in support of the College’s mission of fostering academic excellence, personal enrichment and social responsibility animated by our Catholic Benedictine tradition, the Administrative Assistant contributes to the efficient day-to-day operations of the College, and supports the work of administration, Board of Governors, staff and faculty. Reporting to the President on all matters including management and Board support and administrative and financial matters, this individual participates in projects and tasks that encourage continuing innovation within the College and enables staff, students and faculty to meet their learning and teaching needs.
The Administrative Assistant provides front desk services in order to provide customer service in a courteous and timely manner, promoting a positive impression of the College to outside callers and visitors, and providing professional caliber support to colleagues.
- Greet, assist and direct students, visitors and the general public, and respond to public enquiries in a professional and friendly manner.
- Answer general phone inquiries in a professional and courteous manner.
- Respond to general information requests about the College’s programs and services accurately.
- Redirect phone inquiries, general e-mails, faxes, deliveries, and voice mails from the general mailbox as appropriate.
- Take adequate messages when required, and follow up with recipient to ensure message was received.
- Keep a current record of staff members’ whereabouts and their availability.
- Maintain a tidy reception area; duties may include watering plants.
- Monitor customer service processes; make recommendations for improvements in efficiency and in quality of service.
- In cooperation with other staff, ensure adequate coverage of the reception area.
The Administrative Assistant provides office and related services to contribute to the effective and efficient administration of the College.
- Provide administrative support to management and other staff as necessary.
- Assist in the planning and preparation of meetings, conferences and conference telephone calls, including scheduling space and equipment. Plan, coordinate and execute events, as required.
- Complete work schedules and manage calendars.
- Determine the nature and urgency of appointments and meetings when scheduling.
- Provide secretarial and membership services to Academic Council, including scheduling, coordinating and attending meetings, and compiling and distributing required documents.
- Compile, copy, sort and file records of office activities, business transactions, and other activities.
- Prepare and send outgoing memoranda, correspondence, faxes, mail, and packages; coordinate mass mail-outs.
- Review files, records, and other documents to obtain and analyze information, to respond to requests and enquiries.
- Provide support for research and editing of a variety of documents and projects, including data gathering, computations, record keeping, proof reading, and preparation of reports.
- Maintain and provide statistical and other data for research, marketing, budgetary and other purposes.
- Working with the Special Project, contribute to the development and maintenance of the College’s web site.
- Pick up mail from Post Office; open, sort, date stamp, and log all incoming mail, including financial instruments.
- Develop, maintain and update current and accurate filing, inventory, College contacts (faculty, staff, and students), mailing and database systems (e.g., students, Income Manager, historical data), ensuring a high level of accuracy.
- Use computer word processing, spreadsheet, and database software, as required.
- Operate office machines, such as photocopiers, scanners, and fax machines.
- Monitor usage of office supplies and equipment.
- Coordinate repair and maintenance of office supplies and equipment.
- Order, pick up as required, and maintain adequate inventories of office and College vending.
- Participate on committees, for example, art, health & safety, scholarships.
- Coordinate and assist delivery of ancillary activities of the College, for example, incoming registrations and billing for workshops; contracts and bookings for room rentals, workshops, outdoor fields, and gymnasium; liaison between community groups and College and Abbey management.
- Provide direction to janitorial staff, as delegated by the President.
- Assist maintenance with the building temperature control system and schedule fixes when needed.
Special Projects could include but are not limited to creating the student yearbook, safety plans and photo walls.
- Applies knowledge of support principles and practices, and relevant legislation, policies and procedures, to ensure effective and efficient administrative operations.
- Applies knowledge of data gathering techniques, data analysis and technical report writing to support decision making, strategic planning, and policy development.
- A proven client service orientation, including good professional personal presentation, knowledge of customer service principles and practices, punctuality, a positive attitude, and the ability to exercise tact.
- Demonstrates a commitment to team building, and sharing of knowledge and resources.
- Sets achievable yet challenging goals, aligns individual work priorities with the College’s goals and vision, and complies with quality standards while producing accurate work and meeting deadlines.
- Effective interpersonal skills including active listening, a collaborative style, and the ability to communicate effectively with all stakeholders, including students, staff, faculty and administration.
- Accepts new challenges, works flexibly, handles rapidly changing situations, and multi-tasks effectively in a diverse environment, while meeting quality standards.
- Demonstrates a willingness to adapt to changing technology and new procedures.
- Plans and organizes work, establishes priorities, searches for relevant information, proposes new ways of creating efficiencies, shows initiative, and is proactive.
- Sound organizational, analytical, problem solving, and time management skills.
- Demonstrates a strong work ethic that includes diplomacy, confidentiality, reliability, punctuality, resourcefulness, efficiency of work habits, attention to detail, and the ability to work independently.
- Reviews progress towards goals, provides work-in-progress updates proactively, and holds him- or herself accountable for results and quality of work.
- Maintains high standards of ethical conduct, professionalism, and behaviours consistent with the College’s vision and code of conduct, and with legal and professional standards.
- Proficient in keyboarding skills and the use of computer software including Microsoft Office (Word, Outlook, Excel, PowerPoint), statistical and database management software (e.g., SPSS, MS Access) and Internet and Internet-based programs.
- Fluency in English is essential, including good oral and writing skills, reading and aural comprehension, and clarity of expression.
- High School Completion or grade 12 diploma
- Post secondary education, preferably in Business, Office Management or field of study related to Education, is considered an asset.
- The incumbent would normally attain the required knowledge and skills through completion of post-secondary office administration and/or accounting course work combined with a minimum of three years related experience. Equivalencies may be considered.
- Current knowledge and understanding of administrative processes and customer service practices are essential.
- Proficiency in the use of computers and related software including word processing, database, spreadsheet, email, internet, phone, and voice mail.
- Experience with office equipment such as phone systems, voice mail, fax machines, calculators, photocopiers and scanners is essential.
- Experience in accounting including recording transactions, accounts payable, accounts receivable, reconciling accounts, and the use of Simply Accounting and Quickbooks, would be an asset.
- Basic knowledge of account types and accounting principles would be an asset.
Please submit resume with cover letter stating salary expectations on or before 10 a.m. (local time) on May 27th, 2022 via email: email@example.com