Administrative Assistant, College of Engineering

Summary:

The incumbent reports to the Department Head of Mechanical Engineering and operates in a diverse and highly active office environment with multiple competing demands and very strict deadlines. Problems are complex and solutions require analysis and planning to resolve.

The incumbent is expected to operate independently use sound judgment to make decisions and provide information to all members of the department. Prompt complete and accurate work is extremely important to mitigate financial and reputational risks. This position is expected to mitigate and assist in resolving conflicts within their department.

This position will work as a team player and mentor junior administrative staff in the college and ensures a collaborative administrative team across the college. This position is expected to make improvements to the work and working environments and will set priorities for administrative workflow across the departments. Specialized professional and complex communication with a range of stakeholders is required in order to maintain important relationships on behalf of the department and the college.

Duties and Responsibilities:

The position is expected to remain apprised of any changes made to institutional policies and procedures and implement such changes to Department and College policies and procedures.

• Provides high quality administrative support including the strategic management of the department heads schedule and priorities accurately and confidentially using highly developed judgment and decision-making skills;
• Develops briefing material for high impact meetings for the department head in advance;
• As the administrative lead for the department performs triage including assessing risk responding to or referring/assigning a broad spectrum of people and issues across all levels of the college as appropriate;
• Administer and coordinate human resource and faculty relation processes working with confidential and sensitive information and escalating appropriately as required;
• Leads and manages special projects and administrative processes associated;
• Gathers metrics performs research and analysis and drafts business documents;
• Provides accurate and timely budgets financial forecasts budget oversight and financial reports and escalating as required;
• Supports committees and meetings ensuring all material is prepared and distributed in advance reflecting the purpose and scope of the meeting and follows up on action items;
• Liaises with academic and administrative units both within and external to the College as required by assigned tasks and projects;
• Liaise with staff regarding timesheets and absence management on behalf of the department head including approval of timesheets per university pay cycles;
• Supports the career engagement model within the department;
• Provides cross coverage support to other departments;
• Maintains confidential files and records for the department.

Qualifications:

• A grade 12 diploma and relevant post-secondary education is required. An undergraduate degree would be considered an asset.
• A minimum of 8 to 10 years of relevant experience including coordination experience is required.
• Possesses advanced experience resulting in high proficiency in current Microsoft Office suite and has experience working with large databases.

The University of Saskatchewan recognizes alternate career paths; therefore a combination of education and experience may be considered.

Inquiries regarding this position can be directed to Glenda Mooney at

Department: Mechanical Engineering
Status: Term 16 months with the possibility of extension or becoming permanent
Employment Group: CUPE 1975 - Restricted
Shift: Mon-Fri 8:30-4:30
Full Time Equivalent (FTE): 1.0
Salary: The salary range based on 1.0 FTE is $35.74 - 45.31 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Services
Salary Phase/Band: Phase 6
Posted Date: 8/12/2026
Closing Date: 8/18/2026 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 thedeybwewin 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.

Required Experience:

Junior IC