Financial and Administrative Assistant

Primary Purpose: To provide comprehensive administrative support to the ASPA president, vice presidents, and executive, member services officer, various committees and front-line support to the membership and general public.

Nature of Work: Reporting to the President, this position assists with the coordination and planning of meetings and special events as well as the day-to-day operations of the office. Work is done with minimal supervision in a fast-paced environment, subject to multiple, conflicting deadlines and priorities with frequent interruptions.  Discretion and judgment must be used to set priorities and meet deadlines but the position is assisted by the president, vice presidents, and member services officer when appropriate, in determining appropriate action for complex issues and decisions.  Professional working relationships must be established and maintained with a diverse group including the ASPA executive and other ASPA staff, ASPA members, university staff, other union leaders and staff, and various other stakeholders. Compliance with privacy protocols is essential as this position is privy to sensitive, complex, and highly confidential information.

Typical Duties:               

• Effectively represents ASPA’s interests in all contacts.
• Provide in-person, telephone, and e-mail reception and refers members to the appropriate resource(s) as required.
• Provide administrative support for the President, Vice Presidents, Member Services Officer, ASPA Executive, and committees as required.
• Book meetings and events, space, food and equipment, which may include video/audio conferencing, booking of travel and accommodations, expense reconciliation and processing.
• Prepare agendas and meeting minutes, ensuring all meeting material is prepared and distributed in advance reflecting the purpose and scope of the meeting/event, track action items and timelines and ensure accountable parties are aware of the action items and timelines.
• Draft and distribute administrative letters, memos and correspondence
• Provide accounting/bookkeeping assistance to the ASPA Treasurer.
• Maintain and update the ASPA website and send out communications to the membership and executive as requested.
• Coordinate the ASPA annual general meeting (AGM) by gathering and preparing all necessary information, advising the president and executive of timelines they need to meet, and communicating the information to the ASPA membership in compliance with the ASPA’s constitution and bylaws.
• Assist the member services officer in the coordination of member related activities.
• Compile membership statistics from reports received from various sources including
  
  • Tracking monthly ASPA dues and calculate ASPA annual salary.
  • Provide Statistics Canada with the gender breakdown of the membership.
  • Maintaining a record of job postings as directed.
• Create and maintain information and records management systems.
• Maintain up to date email lists, including that of the membership.
• Maintain the Executive and ASPA Committee list.
• Maintain historical records for the union.
• Inform the Executive of conferences and other professional development opportunities.
• Purchase office and meeting room supplies as required or requested.
• General maintenance of the office and meeting room
• Other duties as required.

Qualifications

Education: A recognized post-secondary business/administrative program diploma is preferred. A combination of education and experience may be considered. A business administration certificate or an undergraduate degree in a related field would be considered an asset.

Experience: A minimum of five years’ experience is preferred providing administrative support within a fast-paced office environment and in diverse and inclusive environments.  Knowledge of the University of Saskatchewan processes and information systems would be an asset.

Skills: Demonstrated ability to manage and prioritize multiple tasks and maintain attention to detail and accuracy; effectively work both independently and as part of a team; effective interpersonal, communication and organizational skills; demonstrated ability to function in a high volume setting with numerous and conflicting deadlines; ability to handle interactions with tact, discretion, confidentially and cultural sensitivity; self-motivated and creative, with the ability to follow direction and exercise initiative when required; highly motivated and self-directed; excellent problem solving analysis and problem solving skills; and a general knowledge of basic office procedures.  Strong computer skills with Microsoft Office, specifically with Outlook, Word, Excel, and PowerPoint, and knowledge and proficiency with SharePoint, and a basic knowledge of working on and updating web pages. Confidence in ability to learn and use new technology is essential. Ability to recognize and recommend change in policies and procedures which result in the improved delivery of administrative services.

This position is not within the scope of any union but salary and benefits follow the ASPA Collective Agreement for the ASPA equivalent position as far as practicable.

Department: ASPA

Status: Term – 13 months (maternity leave cover) 
Employment Group: Exempt

Shift: Mon-Fri 8:00 – 4:30

Full Time Equivalent (FTE): 1

Salary: The salary range, based on 1.0 FTE, is $45,451.00 – 72,044.00 per annum. The starting salary will be commensurate with education and experience.
Salary Phase/Band: Phase 1

Posted Date: 3/1/2024

Closing Date: 3/14/2024 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus