Administrative Assistant
Top Benefits
About the role
Faculty/Department Faculty of Social Work Unit Social Work - Staff Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary
Are you an organized multitasker ready to be the backbone of a fast-paced team? Join us as our new Administrative Assistant!
The Faculty of Social Work, with its main campus in Regina and and a second location in Saskatoon, delivers social work education to students across the province through both in-person and distance learning formats.
Reporting to the Director, Finance & Administration, this position provides comprehensive administrative and reception support to ensure the Faculty of Social Work’s smooth and efficient administrative operations. The incumbent is responsible for various tasks, including front-line reception, calendar and records management, coordination of meetings and events, financial processing and reporting, and assistance with HR-related processes. The role supports effective communication through document management and contributes to developing and implementing administrative policies and procedures. The incumbent works collaboratively with faculty, staff, and external partners, exercises sound judgment and discretion.
This position is located in Regina, SK.
What You’ll Do:
Administrative & Reception Support
- Provide general administrative support for faculty operations.
- Handle reception duties: phone, email, in-person inquiries.
- Manage the calendar and schedule appointments for the Director, Finance & Administration.
- Coordinate mail distribution; monitor and maintain office supplies, asset inventory, and manage physical security access (keys, cards, codes).
- Anticipate administrative needs and take proactive steps to identify and resolve potential issues, contributing to the smooth and efficient operations.
- Assist with the preparation of job postings and appointment letters; support onboarding processes for new employees.
- Coordinate the administration of course evaluations and generate statistical summaries.
- Submit and track FAMIS work orders and FootPrints account requests.
- Assist in implementing administrative procedures and policies as directed.
- Occasionally required to lift and move heavy items (e.g., boxes of paper, office supplies, equipment, or event materials) when setting up for events, restocking supplies, or organizing office spaces.
Financial Administration and Budget Support
- Assist in budget planning, tracking, and maintaining records using FAST.
- Monitor and reconcile accounts; prepare and interpret financial reports to support informed decision-making.
- Process financial transactions such as honoraria, purchase requisitions, expense claims, and procurement card reconciliations.
Event & Meeting Coordination
- Plan and organize logistics for events, conferences, and guest speaker visits.
- Schedule meetings; prepare and distribute agendas and supporting materials; take and circulate minutes.
- Attend and provide administrative support at occasional off-campus events as required.
Records & Communication Management
- Establish, maintain, and update physical and electronic filing systems; ensure timely shredding and archiving of documents.
- Update and maintain the Faculty website and assist with other communication materials as needed.
Cross-Functional & Backup Support
- Liaise with other University offices and Federated Colleges to facilitate administrative processes and information flow.
- Provide backup support for other administrative roles during absences or peak periods.
- Perform other related duties as assigned to support the Faculty’s operations.
Why Join Us?
At the University of Regina, we’re more than just a campus – we’re a community!
Join our team and enjoy:
- Meaningful Impact: Your work directly contributes to creating a better environment for students, faculty, and staff.
- Professional Growth: We support your development, offering opportunities for advancement and learning.
- Work-Life Balance: We value your well-being and know your personal life is most important!
- Dynamic and Inclusive Workplace: We value diversity and inclusivity. You’ll be part of a team that celebrates different perspectives, backgrounds, and experiences, making every day an opportunity for personal growth.
- Innovation Culture: We encourage fresh ideas and innovative thinking.
- Competitive Compensation: We offer competitive compensation package and benefits to reward your talent. A few of the these benefits include Health/Dental/Vision Benefits, flexible spending account, Defined Benefit Pension Plan, and much more!
If you’re a detail-oriented team player who thrives in a dynamic environment we encourage you to apply today!
Position Requirements
What You’ll Bring to this Position:
- Grade 12 education supplemented by a recognized Office/Business course
- 3 years of experience related to the position duties;
- A combination of education and experience may be considered.
Skills That Will Ensure Your Success in the Role:
- Proven experience coordinating and scheduling meetings, appointments, travel arrangements, and accommodations.
- Strong organizational and time-management skills, with the ability to manage multiple priorities and meet competing deadlines.
- High level of accuracy and attention to detail in preparing and reviewing documentation and financial records.
- Advanced proficiency in Microsoft 365 applications (Word, Excel, Outlook, Teams), and experience using Canva for document and communication design.
- Demonstrated ability to use and maintain complex databases and administrative systems such as Banner, FAST, CASPUR Reports, and Cascade.
- Sound knowledge of budgeting and financial processes, including expense tracking, reconciliation, forecasting, and financial reporting, along with a general understanding of accounting principles.
- Demonstrated initiative with the ability to anticipate needs, identify issues proactively, and contribute to process improvements.
- Ability to adapt to changing priorities, technology, and administrative processes in a dynamic academic environment.
- Ability to work independently with minimal supervision and collaboratively within a team to support shared goals.
- Demonstrated ability to interpret, apply, and explain University, government, and departmental policies and procedures.
- Excellent written and verbal communication skills, including the ability to draft, edit, and format professional documents and correspondence.
- Strong interpersonal skills to build and maintain effective working relationships with students (domestic and international), faculty, staff, and external partners.
- Proven ability to exercise sound judgment, discretion, and maintain strict confidentiality when handling sensitive information.
- Demonstrated commitment to providing responsive and professional administrative and front-line service to faculty, staff, and students.
- A general understanding of administrative best practices within a university or comparable public sector environment.
Physical Demands
Occasionally required to lift and move heavy items (e.g., boxes of paper, office supplies, equipment, or event materials) when setting up for events, restocking supplies, or organizing office spaces.
Pay Grade CUPE Phase 4 Salary Range $44,262.40 - $59,768.80 Annually Status Permanent Work Hours
Monday to Friday, 8:00am to 4:30pm. In-person/on campus.
Occasional work outside of these hours is required during events and peak times.
This position is located in Regina, SK.
Duration (if Term/Temporary) Full-Time/Part-Time Full Time Preference Posting No Preference Target Posting Not Targeted
Additional Information
Contact Information
Job Open Date
07/02/2025
Job Close Date
07/08/2025
Open Until Filled
No
Special Application Instructions
We know imposter syndrome can get in the way, so please don’t hesitate to apply. We’d love to hear from you. Submit your application today!
Diversity Statement
The University of Regina is committed to an inclusive workplace that reflects the richness of the community that we serve. The University welcomes applications from all qualified individuals, including individuals within the University’s employment equity categories of women, persons with disabilities, members of visible minorities, Indigenous persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code.
About University of Regina
The University of Regina is the leading experience-based learning university in Saskatchewan, located in the province's capital. The preferred institution for more than 16,000 students, the University of Regina is home to 10 faculties, two academic units and approximately two dozen academic departments which have established reputations for excellence and innovative programs leading to bachelor’s, master’s, and doctoral degrees.
With more than 120 undergraduate academic programs and over 80 graduate programs, the University and its federated colleges offer small class sizes, world-class research, and a beautiful campus!
Our alumni – numbering more than 90,000 – contribute to and build our society in Saskatchewan and in Canada. Our history, our accomplishments, and our growth as a university stem from our commitment to working together for the good of our local and global communities.
Administrative Assistant
Top Benefits
About the role
Faculty/Department Faculty of Social Work Unit Social Work - Staff Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary
Are you an organized multitasker ready to be the backbone of a fast-paced team? Join us as our new Administrative Assistant!
The Faculty of Social Work, with its main campus in Regina and and a second location in Saskatoon, delivers social work education to students across the province through both in-person and distance learning formats.
Reporting to the Director, Finance & Administration, this position provides comprehensive administrative and reception support to ensure the Faculty of Social Work’s smooth and efficient administrative operations. The incumbent is responsible for various tasks, including front-line reception, calendar and records management, coordination of meetings and events, financial processing and reporting, and assistance with HR-related processes. The role supports effective communication through document management and contributes to developing and implementing administrative policies and procedures. The incumbent works collaboratively with faculty, staff, and external partners, exercises sound judgment and discretion.
This position is located in Regina, SK.
What You’ll Do:
Administrative & Reception Support
- Provide general administrative support for faculty operations.
- Handle reception duties: phone, email, in-person inquiries.
- Manage the calendar and schedule appointments for the Director, Finance & Administration.
- Coordinate mail distribution; monitor and maintain office supplies, asset inventory, and manage physical security access (keys, cards, codes).
- Anticipate administrative needs and take proactive steps to identify and resolve potential issues, contributing to the smooth and efficient operations.
- Assist with the preparation of job postings and appointment letters; support onboarding processes for new employees.
- Coordinate the administration of course evaluations and generate statistical summaries.
- Submit and track FAMIS work orders and FootPrints account requests.
- Assist in implementing administrative procedures and policies as directed.
- Occasionally required to lift and move heavy items (e.g., boxes of paper, office supplies, equipment, or event materials) when setting up for events, restocking supplies, or organizing office spaces.
Financial Administration and Budget Support
- Assist in budget planning, tracking, and maintaining records using FAST.
- Monitor and reconcile accounts; prepare and interpret financial reports to support informed decision-making.
- Process financial transactions such as honoraria, purchase requisitions, expense claims, and procurement card reconciliations.
Event & Meeting Coordination
- Plan and organize logistics for events, conferences, and guest speaker visits.
- Schedule meetings; prepare and distribute agendas and supporting materials; take and circulate minutes.
- Attend and provide administrative support at occasional off-campus events as required.
Records & Communication Management
- Establish, maintain, and update physical and electronic filing systems; ensure timely shredding and archiving of documents.
- Update and maintain the Faculty website and assist with other communication materials as needed.
Cross-Functional & Backup Support
- Liaise with other University offices and Federated Colleges to facilitate administrative processes and information flow.
- Provide backup support for other administrative roles during absences or peak periods.
- Perform other related duties as assigned to support the Faculty’s operations.
Why Join Us?
At the University of Regina, we’re more than just a campus – we’re a community!
Join our team and enjoy:
- Meaningful Impact: Your work directly contributes to creating a better environment for students, faculty, and staff.
- Professional Growth: We support your development, offering opportunities for advancement and learning.
- Work-Life Balance: We value your well-being and know your personal life is most important!
- Dynamic and Inclusive Workplace: We value diversity and inclusivity. You’ll be part of a team that celebrates different perspectives, backgrounds, and experiences, making every day an opportunity for personal growth.
- Innovation Culture: We encourage fresh ideas and innovative thinking.
- Competitive Compensation: We offer competitive compensation package and benefits to reward your talent. A few of the these benefits include Health/Dental/Vision Benefits, flexible spending account, Defined Benefit Pension Plan, and much more!
If you’re a detail-oriented team player who thrives in a dynamic environment we encourage you to apply today!
Position Requirements
What You’ll Bring to this Position:
- Grade 12 education supplemented by a recognized Office/Business course
- 3 years of experience related to the position duties;
- A combination of education and experience may be considered.
Skills That Will Ensure Your Success in the Role:
- Proven experience coordinating and scheduling meetings, appointments, travel arrangements, and accommodations.
- Strong organizational and time-management skills, with the ability to manage multiple priorities and meet competing deadlines.
- High level of accuracy and attention to detail in preparing and reviewing documentation and financial records.
- Advanced proficiency in Microsoft 365 applications (Word, Excel, Outlook, Teams), and experience using Canva for document and communication design.
- Demonstrated ability to use and maintain complex databases and administrative systems such as Banner, FAST, CASPUR Reports, and Cascade.
- Sound knowledge of budgeting and financial processes, including expense tracking, reconciliation, forecasting, and financial reporting, along with a general understanding of accounting principles.
- Demonstrated initiative with the ability to anticipate needs, identify issues proactively, and contribute to process improvements.
- Ability to adapt to changing priorities, technology, and administrative processes in a dynamic academic environment.
- Ability to work independently with minimal supervision and collaboratively within a team to support shared goals.
- Demonstrated ability to interpret, apply, and explain University, government, and departmental policies and procedures.
- Excellent written and verbal communication skills, including the ability to draft, edit, and format professional documents and correspondence.
- Strong interpersonal skills to build and maintain effective working relationships with students (domestic and international), faculty, staff, and external partners.
- Proven ability to exercise sound judgment, discretion, and maintain strict confidentiality when handling sensitive information.
- Demonstrated commitment to providing responsive and professional administrative and front-line service to faculty, staff, and students.
- A general understanding of administrative best practices within a university or comparable public sector environment.
Physical Demands
Occasionally required to lift and move heavy items (e.g., boxes of paper, office supplies, equipment, or event materials) when setting up for events, restocking supplies, or organizing office spaces.
Pay Grade CUPE Phase 4 Salary Range $44,262.40 - $59,768.80 Annually Status Permanent Work Hours
Monday to Friday, 8:00am to 4:30pm. In-person/on campus.
Occasional work outside of these hours is required during events and peak times.
This position is located in Regina, SK.
Duration (if Term/Temporary) Full-Time/Part-Time Full Time Preference Posting No Preference Target Posting Not Targeted
Additional Information
Contact Information
Job Open Date
07/02/2025
Job Close Date
07/08/2025
Open Until Filled
No
Special Application Instructions
We know imposter syndrome can get in the way, so please don’t hesitate to apply. We’d love to hear from you. Submit your application today!
Diversity Statement
The University of Regina is committed to an inclusive workplace that reflects the richness of the community that we serve. The University welcomes applications from all qualified individuals, including individuals within the University’s employment equity categories of women, persons with disabilities, members of visible minorities, Indigenous persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code.
About University of Regina
The University of Regina is the leading experience-based learning university in Saskatchewan, located in the province's capital. The preferred institution for more than 16,000 students, the University of Regina is home to 10 faculties, two academic units and approximately two dozen academic departments which have established reputations for excellence and innovative programs leading to bachelor’s, master’s, and doctoral degrees.
With more than 120 undergraduate academic programs and over 80 graduate programs, the University and its federated colleges offer small class sizes, world-class research, and a beautiful campus!
Our alumni – numbering more than 90,000 – contribute to and build our society in Saskatchewan and in Canada. Our history, our accomplishments, and our growth as a university stem from our commitment to working together for the good of our local and global communities.