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Administrative Assistant

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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!

Position Details

Posting Summary

Competition Number 20240124A/S
Position Title Administrative Assistant
Faculty/Department VP Research
Unit Office of Research Services
Employee Group CUPE 5791
Collective Agreement Consideration Open to the Public.
CUPE 5791 Job Family Operational Services
Category Staff
Number of Vacancies 1
Position Summary
Are you passionate about supporting Faculty members and Researchers in a dynamic educational environment? Look no further! The Office of Research Services at the University of Regina is seeking a dedicated individual to join our team as our next Administrative Assistant.

Reporting to the Director, Office of Research Services, the Administrative Assistant plays a pivotal role in supporting the administrative operations of the Office of Research Services (ORS) at the University of Regina.

This position involves providing comprehensive administrative support to facilitate the efficient functioning of research centers and institutes while contributing to the broader goals of the university’s research initiatives. The incumbent will assist in various tasks including document management, correspondence handling, event coordination, and general office administration. Additionally, the role extends support to institutional research centers and institutes lacking dedicated personnel, aiding in tasks such as processing travel claims, drafting eRecruit postings, completing workflows, updating websites, and coordinating events.

What You’ll Do:
  • Act as the Go-To: Greet and assist visitors, faculty, researchers, and staff in a professional and courteous manner. Manage incoming calls, emails, and correspondence, ensuring prompt and accurate responses in a friendly manner every step of the way.
  • Collaboration Champion: Provide administrative support for research-related activities, including ethics applications, conference registrations, and travel arrangements.
  • Scheduling and Bookings Coordinator: Take charge of meetings, appointments, and events for ORS using your exceptional organizational skills to schedule meetings, book meeting space, and coordinate logistical arrangements like a pro
  • Meeting Conductor: Assist in the preparation and distribution of meeting agendas, minutes, and other documentation as required.
  • Service Extraordinaire: Initiate service tickets using FAMIS for ORS and Research Centres and Institutes.
  • Supply Keeper: Order and maintain adequate levels of office supplies and stationery.
  • Website Magician: Assist with website maintenance and content updates for ORS.
  • Data-Driven Analyst: Process and track expense reports, invoices, and other financial documents in compliance with university policies and procedures. Maintain electronic filing systems, ensuring documents are organized and easily accessible.
  • Master of Archives: File archiving for the ORS (electronic and paper).
  • Backup Superhero: Ready to leap into action, provide back-up support to other CUPE administrative positions to ensure adequate coverage during vacations and other leaves.
  • Plus, Whatever Else Comes Your Way: Embrace the variety and excitement of each day, tackling new challenges with enthusiasm and a can-do attitude.

Why Join Us?
At the University of Regina, we are more than just a campus – we are a community! Join our team and enjoy:
  • Meaningful Impact: Contribute to the growth and success of our academic community.
  • 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 will 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 a competitive compensation package and benefits to reward your talent. A few of these benefits include Health/Dental/Vision Benefits, a flexible spending account, pension plan, and much more!

Join us in the Office of Research Services as our next Administrative Assistant, supporting dynamic faculty and researchers in a vibrant educational environment! 
Position Requirements
What You’ll Bring to the Position:
  •  Completion of a post-secondary diploma or certificate in business administration, office administration, or a related field combined with a minimum of 2 years of administrative experience, preferably in a university or research setting.


Skills That Will Ensure Your Success in this Role:
  • Demonstrated superior customer service skills and the ability to deal effectively with people;
  • Demonstrated knowledge of office practices, principles, and procedures;
  • Attention to detail and accuracy is essential;
  • Excellent organizational skills including a proven ability to work effectively with minimal supervision, prioritize work and accomplish tasks correctly and on time;
  • Exceptional interpersonal skills and an ability to develop and maintain effective collegial working relationships;
  • Exceptional written and oral communications skills in order to effectively communicate with faculty, staff, students, and community;
  • Collaboration skills to work effectively as part of a team, supporting colleagues, and contributing to the overall efficiency and success of ORS.
  • Demonstrated ability to exercise a considerable degree of judgement and discretion in handling sensitive and confidential matters and materials;
  • Ability to work under pressure and balance multiple tasks and shifting priorities;
  • Proficiency in the use of MS Office Suite (Word, Excel, PowerPoint);
  • Demonstrated skill in learning and applying a variety of policies, procedures and processes;
  • Demonstrated skill in learning and operating a wide variety of databases and information systems; and
  • Familiarity with university policies and procedures related to research administration is an asset, including the proper handling of administrative tasks, such as processing expense reports and adhering to ethical standards in research activities.
Physical Demands
Pay Grade CUPE Phase 4
Salary Range $43,388.80 - $58,604.00 Annually
Status Permanent
Work Hours
Monday to Friday
8:15 a.m. to 4:30 p.m.
Duration (if Term/Temporary)
Full-Time/Part-Time Full Time
Preference Posting
Target Posting
Additional Information

Contact Information
Job Open Date 04/24/2024
Job Close Date 05/07/2024
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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Required

Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter
  3. Reference Contact Info
Optional Documents