Workforce and Administrative Coordinator, Western College of Veterinary Medicine

Job summary

The coordinator provides administrative and operational support for workforce activities, including recruitment, onboarding, and employee transitions. They also manage scheduling, process financial transactions, and maintain accurate records while collaborating with various university departments.

Job details

Workforce and Administrative Coordinator, Western College of Veterinary Medicine Summary: The workforce and administrative coordinator provides administrative coordination and operational support for workforce-related activities within the department. This position coordinates recruitment, onboarding, employee administration, scheduling support, and a variety of workforce transactions and processes. Working within a coordinated administrative team, this role supports managers and employees by facilitating workforce activities, maintaining records, responding to inquiries, and coordinating operational workflows. The coordinator contributes to the continuity of administrative services through collaboration with scheduling and finance staff and supports workforce-related reporting, documentation, and process improvement activities. This role also helps maintain accurate workforce information and supports effective employee transitions throughout the employment lifecycle. Duties and Responsibilities: Coordinates recruitment administration, including preparing and posting opportunities, screening applications against established criteria, communicating with candidates, scheduling interviews, facilitating reference checks, preparing selection materials, and maintaining recruitment documentation. Coordinates onboarding and offboarding activities, including employee documentation, orientation arrangements, systems and facility access, keys, parking, training requirements, and other processes that support employee transitions. Processes workforce-related transactions, including appointments, extensions, employment changes, leave documentation, and departures, while liaising with university service units and following up on outstanding items. Serves as a central administrative contact for managers and employees by responding to process-related inquiries, providing status updates, and referring matters requiring specialized support to the appropriate university unit. Escalates unusual, complex, or higher-risk matters to the appropriate manager or specialized office. Coordinates shared workflows, supports workforce-related financial and operational transactions, and maintains continuity of administrative services in collaboration with finance administration and scheduling staff. Supports casual employee hour approvals and employee time reporting processes. Assists with payroll corrections and other payroll-related transactions. Supports month-end financial processes through cash deposits, statement generation, and accounts receivable activities. Compiles, tracks, and reports workforce information, process status, and service metrics to support operational planning, follow-up, and decision-making. Develops and maintains templates, checklists, process documentation, and administrative resources, and identifies opportunities to improve consistency, efficiency, and service delivery. Maintains accurate and confidential employee recruitment, workforce and personal records in accordance with university procedures, privacy requirements, and records management practices. Provides administrative support to managers, including preparing correspondence, forms, reports, meeting materials, schedules, and workforce-related information. Supports staff scheduling activities by maintaining scheduling information, facilitating shift and coverage adjustments, and assisting with staffing coordination. Builds effective working relationships with managers, employees, candidates, and university service units while providing responsive and professional support. Communicates and acts in a respectful and professional manner, collaborates effectively, abides by policy, and contributes to a positive and productive work and learning environment. Qualifications: An office administration diploma; a bachelor’s degree in a related field is an asset. Minimum of three years of progressively responsible experience coordinating recruitment, onboarding, workforce administration, scheduling, or related administrative processes in a complex service environment. Experience using applicant tracking, employee information, scheduling, financial, or related administrative systems is an asset. Familiarity with university structures, processes, and systems is preferred. Strong communication and interpersonal skills. Ability to handle confidential and sensitive information with discretion, sound judgment, and professional integrity. Excellent organizational and time-management skills. Ability to coordinate a high volume of detailed work, maintain competing priorities, and meet deadlines. Effective relationship-building and client-service abilities. High attention to detail and accuracy. Ability to work effectively both independently and collaboratively in a team. Proficient computer skills, including Microsoft Office applications; ability to learn and use new systems and technologies. Department: Veterinary Medical Centre Status: Permanent Employment Group: CUPE 1975 Shift: Mon-Fri, 8:00-4:30 pm Full Time Equivalent (FTE): 1.0 Salary: The salary range, based on 1.0 FTE, is $24.74 - 31.37 per hour. The starting salary will be commensurate with education and experience. Salary Family (if applicable): Operational Services Salary Phase/Band: Phase 4 Posted Date: 9/30/2026 Closing Date: 11/3/2026 at 6:00 pm CST Number of Openings: 1 Work Location: On Campus 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 us for assistance.

What you’ll do

The coordinator provides administrative and operational support for workforce activities, including recruitment, onboarding, and employee transitions. They also manage scheduling, process financial transactions, and maintain accurate records while collaborating with various university departments.

Requirements

Candidates must possess an office administration diploma and at least three years of progressively responsible experience in administrative or workforce coordination. Proficiency in Microsoft Office and the ability to handle confidential information with discretion are essential.

Listed skills

• Onboarding · Preferred
• Data entry · Preferred
• Communication · Preferred
• interpersonal skills · Preferred
• Time management · Preferred
• Microsoft Office · Preferred
• Customer service · Preferred
• Attention to detail · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative coordination
• Recruitment administration
• Onboarding
• Employee administration
• Scheduling support
• Data entry
• Financial transaction processing
• Payroll support
• Record management
• Communication
• Interpersonal skills
• Time management
• Organizational skills
• Microsoft Office
• Client service
• Attention to detail
• Administrative Support
• Workplace Inclusivity
• Office Administration
• Professionalism
• Workflow Management
• Ability To Meet Deadlines
• Reporting Processes
• Talent Recruitment
• Accounts Receivable
• Veterinary Medicine
• Applicant Tracking Systems
• Deposit Accounts
• Checklists
• Decision Making
• Customer Service
• Computer Literacy
• Records Management
• Finance
• Innovation
• Interpersonal Communications
• Employee Onboarding
• Operational Planning
• Relationship Building
• Time Management
• Scheduling
• Process Improvement
• Templates
• Coordinating
• Detail Oriented

Job areas

• Administrative
• Human Resources
• Finance & Accounting
• Education
• Government & Public Sector
• Doctor of Veterinary Medicine
• Administrative Supervisor
• Office Supervisors
• First-Line Supervisors of Office and Administrative Support Workers

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