Executive Assistant, College of Medicine
About the role
Executive Assistant, College of Medicine
Primary Purpose: This position will provide confidential, high-level support to the Associate Dean, Postgraduate Medical Education and PGME Manager in the College of Medicine. Emphasis will be on the smooth functioning of the Associate Dean and Managers desk related to cross portfolio and collaborative projects including internal units and external agencies with a significant component of high-level, multi-stakeholder project management. This position requires timely and effective follow-up and implementation of action items and decisions with minimal direction. The position acts as first contact point and a resource for inquiries, concerns and issues that come to the Associate Dean, PGME and PGME Manager. Expert triaging in dealing with a broad spectrum of issues across all levels of the Associate Dean and Manger portfolio involving PGME, College of Medicine and University processes and policies, as well as external organizations. At times the Executive Assistant will be expected to communicate on behalf of Associate Dean and/or Manager, often involving highly sensitive and highly confidential matters. This position will liaise other PGME office staff in cross-portfolio and PGME team projects.
Nature of Work: Reporting dually to Associate Dean, PGME and PGME Manager, this position works under pressure in a fast paced and high-volume office setting, dealing with competing deadlines, multi-tasking, multi-directional high-stakes communication in a highly confidential environment faced with constants changes in direction. Establishing and maintaining a high level of professional relationships that support exceptional collaboration and problem solving, the ability to exercise professional judgement 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 confidential information. Full discretionary decision-making is often required, and judgement is used to determine the appropriate guidelines and procedures. Impact of error is high as this position is solely responsible to ensure day-to-day work is completed accurately and the information provided to others, both on and off campus, is accurate. Ability to work in an environment of continuous change; adapt to shifting priorities and timelines, with frequent interruptions is crucial.
Typical Duties or Accountabilities: Effectively represent the Associate Dean, PGME Manager and PGME office in all contacts, ensuring the appropriate level of professionalism, tone and interest are projected, dealing with issues and concerns, solving or referring problems as they arise.
Provide assertive and effective senior administrative support for the Associate Dean/ Manager including day-to-day email management, developing agendas and background material with significant independence; conducting research, analyzing materials and producing and/or participating in the development of presentations and reports; preparing meeting minutes and summaries, and other correspondence.
Effectively communicates on behalf of the Associate Dean/ Manager, when required.
Strategically managing the Associate Dean’s schedule, establishing and enforcing standards that provide a balance between meeting, clinical and office/work time, reflects realistic priorities in terms of who and when to book into the calendar, and allows sufficient flexibility for shifts in response to the fast paced and ever-changing agenda of the Associate Dean.
Identifying, monitoring and articulating, in a timely and judicious manner, critical action items and briefing the necessary people on developments related to those issues.
Interacting collaboratively with the Associate Dean, PGME Manager, PGME office staff, senior administrators, other campus units, and various organizations from outside the University in identifying issues, solving problems and making decisions.
Ensuring priorities and deadlines are met, correspondence is handled with accuracy, efficiency, professionalism and confidentiality.
Using judgement, confidentiality and discretion when handling sensitive issues.
Education: An undergraduate degree or certificate in administration is required. A combination of education and experience may be considered.
Experience: A minimum of three to five years of progressively responsible experience providing support to senior administration (preferably in an academic healthcare/university setting).
Skills: Possess a high level of professional integrity with the ability to maintain strict confidentiality and handle sensitive matters with diplomacy and discretion
Excellent interpersonal communication (both written and oral), organizational and analytical skills, as well as a strong ability to work independently, with a high degree of initiative and self-direction.
Possessing a high level of professionalism to ensure representation of Associate Dean is held in high regard.
Demonstrated capacity to manage multiple deadlines and tasks involving tight timelines and competing demands.
Demonstrated ability to work independently as well as collaboratively within a team environment.
Very strong attention to detail, creativity and problem-solving skills.
Experience with the wide range of campus policy and procedures to working with due diligence.
Ability to assist in summarizing and draft briefing notes, prepare agendas and minutes
Ability to understand and achieve resolutions on complex issues and provide timely and accurate information.
Knowledge of or ability to learn Usask administrative structure and processes such as Concur, one-drive.
Knowledge of and ability to use a full range of software packages, such as Microsoft office suite, Teams, Zoom, Excel.
Inquiries regarding this position can be directed to Maureen Lumbis at 306-966-7649 or Maureen.lumbis@usask.ca
Department: College of Medicine
Status: Permanent
Employment Group: ASPA
Shift: 8:30-4:30
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $53,091.00 - 82,954.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Specialist Professional
Salary Phase/Band: Phase 1
Posted Date: 9/19/2025
Closing Date: 9/26/2025 at 6:00 pm CST
Number of Openings: 1
Work Location: May be eligible for hybrid work under the terms of USask's Alternative Workspace Guidelines
The University of Saskatchewan aspires to be what the world needs and embraces equity, diversity and inclusion as foundational to excellence and innovation. We actively seek to create a welcoming environment where all individuals feel empowered to thrive, contribute, and grow. Applications from equity-deserving groups are encouraged as part of our ongoing efforts to reflect the diversity of the communities we serve: EDI Framework for Action**.**
We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the deybwewin | taapwaywin | tapwewin: Indigenous Truth policy and the Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation.
The University of Saskatchewan provides an accessible and inclusive workplace. Should you require support through any stage of the recruitment process, please contact Human Resourcesfor assistance.
About University of Saskatchewan
The University of Saskatchewan (USask) is leading the way in tackling pressing problems like water and food security. Research, teaching and learning at USask is enhanced by our array of world-class facilities, including the Canadian Light Source synchrotron, VIDO-InterVac, the Global Institute for Food Security, the Global Institute for Water Security and the Sylvia Fedoruk Centre for Nuclear Innovation.
A range of excellent programs, from business, law and public policy to engineering, medicine and veterinary medicine, positions us to cross traditional discipline boundaries and work together to bring a unique perspective to key global challenges. With more than 25,000 students from around the globe, including nearly 3,000 self-declared Indigenous students and more than 3,000 international students, our strong community and well-recognized experts will continue to drive USask to be the university the world needs.
Executive Assistant, College of Medicine
About the role
Executive Assistant, College of Medicine
Primary Purpose: This position will provide confidential, high-level support to the Associate Dean, Postgraduate Medical Education and PGME Manager in the College of Medicine. Emphasis will be on the smooth functioning of the Associate Dean and Managers desk related to cross portfolio and collaborative projects including internal units and external agencies with a significant component of high-level, multi-stakeholder project management. This position requires timely and effective follow-up and implementation of action items and decisions with minimal direction. The position acts as first contact point and a resource for inquiries, concerns and issues that come to the Associate Dean, PGME and PGME Manager. Expert triaging in dealing with a broad spectrum of issues across all levels of the Associate Dean and Manger portfolio involving PGME, College of Medicine and University processes and policies, as well as external organizations. At times the Executive Assistant will be expected to communicate on behalf of Associate Dean and/or Manager, often involving highly sensitive and highly confidential matters. This position will liaise other PGME office staff in cross-portfolio and PGME team projects.
Nature of Work: Reporting dually to Associate Dean, PGME and PGME Manager, this position works under pressure in a fast paced and high-volume office setting, dealing with competing deadlines, multi-tasking, multi-directional high-stakes communication in a highly confidential environment faced with constants changes in direction. Establishing and maintaining a high level of professional relationships that support exceptional collaboration and problem solving, the ability to exercise professional judgement 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 confidential information. Full discretionary decision-making is often required, and judgement is used to determine the appropriate guidelines and procedures. Impact of error is high as this position is solely responsible to ensure day-to-day work is completed accurately and the information provided to others, both on and off campus, is accurate. Ability to work in an environment of continuous change; adapt to shifting priorities and timelines, with frequent interruptions is crucial.
Typical Duties or Accountabilities: Effectively represent the Associate Dean, PGME Manager and PGME office in all contacts, ensuring the appropriate level of professionalism, tone and interest are projected, dealing with issues and concerns, solving or referring problems as they arise.
Provide assertive and effective senior administrative support for the Associate Dean/ Manager including day-to-day email management, developing agendas and background material with significant independence; conducting research, analyzing materials and producing and/or participating in the development of presentations and reports; preparing meeting minutes and summaries, and other correspondence.
Effectively communicates on behalf of the Associate Dean/ Manager, when required.
Strategically managing the Associate Dean’s schedule, establishing and enforcing standards that provide a balance between meeting, clinical and office/work time, reflects realistic priorities in terms of who and when to book into the calendar, and allows sufficient flexibility for shifts in response to the fast paced and ever-changing agenda of the Associate Dean.
Identifying, monitoring and articulating, in a timely and judicious manner, critical action items and briefing the necessary people on developments related to those issues.
Interacting collaboratively with the Associate Dean, PGME Manager, PGME office staff, senior administrators, other campus units, and various organizations from outside the University in identifying issues, solving problems and making decisions.
Ensuring priorities and deadlines are met, correspondence is handled with accuracy, efficiency, professionalism and confidentiality.
Using judgement, confidentiality and discretion when handling sensitive issues.
Education: An undergraduate degree or certificate in administration is required. A combination of education and experience may be considered.
Experience: A minimum of three to five years of progressively responsible experience providing support to senior administration (preferably in an academic healthcare/university setting).
Skills: Possess a high level of professional integrity with the ability to maintain strict confidentiality and handle sensitive matters with diplomacy and discretion
Excellent interpersonal communication (both written and oral), organizational and analytical skills, as well as a strong ability to work independently, with a high degree of initiative and self-direction.
Possessing a high level of professionalism to ensure representation of Associate Dean is held in high regard.
Demonstrated capacity to manage multiple deadlines and tasks involving tight timelines and competing demands.
Demonstrated ability to work independently as well as collaboratively within a team environment.
Very strong attention to detail, creativity and problem-solving skills.
Experience with the wide range of campus policy and procedures to working with due diligence.
Ability to assist in summarizing and draft briefing notes, prepare agendas and minutes
Ability to understand and achieve resolutions on complex issues and provide timely and accurate information.
Knowledge of or ability to learn Usask administrative structure and processes such as Concur, one-drive.
Knowledge of and ability to use a full range of software packages, such as Microsoft office suite, Teams, Zoom, Excel.
Inquiries regarding this position can be directed to Maureen Lumbis at 306-966-7649 or Maureen.lumbis@usask.ca
Department: College of Medicine
Status: Permanent
Employment Group: ASPA
Shift: 8:30-4:30
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $53,091.00 - 82,954.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Specialist Professional
Salary Phase/Band: Phase 1
Posted Date: 9/19/2025
Closing Date: 9/26/2025 at 6:00 pm CST
Number of Openings: 1
Work Location: May be eligible for hybrid work under the terms of USask's Alternative Workspace Guidelines
The University of Saskatchewan aspires to be what the world needs and embraces equity, diversity and inclusion as foundational to excellence and innovation. We actively seek to create a welcoming environment where all individuals feel empowered to thrive, contribute, and grow. Applications from equity-deserving groups are encouraged as part of our ongoing efforts to reflect the diversity of the communities we serve: EDI Framework for Action**.**
We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the deybwewin | taapwaywin | tapwewin: Indigenous Truth policy and the Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation.
The University of Saskatchewan provides an accessible and inclusive workplace. Should you require support through any stage of the recruitment process, please contact Human Resourcesfor assistance.
About University of Saskatchewan
The University of Saskatchewan (USask) is leading the way in tackling pressing problems like water and food security. Research, teaching and learning at USask is enhanced by our array of world-class facilities, including the Canadian Light Source synchrotron, VIDO-InterVac, the Global Institute for Food Security, the Global Institute for Water Security and the Sylvia Fedoruk Centre for Nuclear Innovation.
A range of excellent programs, from business, law and public policy to engineering, medicine and veterinary medicine, positions us to cross traditional discipline boundaries and work together to bring a unique perspective to key global challenges. With more than 25,000 students from around the globe, including nearly 3,000 self-declared Indigenous students and more than 3,000 international students, our strong community and well-recognized experts will continue to drive USask to be the university the world needs.