Administrative Coordinator, College of Medicine

About this Role

Administrative Coordinator, College of Medicine

Primary Purpose: The Administrative Coordinator provides confidential and high-level specialized executive support to the Department Head of Biochemistry, Microbiology, and Immunology (BMI), and the coordination and executive support to the BMI academic and research committees. The position interacts with and provides advice to faculty, staff and students of the BMI department related to BMI academic programs and University's administrative functions. The role supports the Department Head with academic and leadership projects and initiatives. The position will be instrumental in providing expert administrative support to allow the Department Head and senior leadership to function effectively, aiding in all aspects of program management, in keeping with the Department's strategic priorities. The coordinator supports the department's communication needs for both internal and external audiences. The position is a proactive, independent role responsible for representing the Department Head and BMI department in internal and external communications, with a periods of flexible work schedule based on business needs and deadlines.

Nature of Work: Under the direction of the Department Head while reporting to the Finance and Administration Manager, this position interacts with a diverse group of individuals including faculty, students, staff, College of Medicine and University leadership, and external partners. The incumbent will be required to work in a complex and ever-changing environment; adapt to shifting priorities and timelines, and frequent interruptions. Establishing and maintaining relationships that support collaboration and problem-solving, and the ability to exercise professional judgment to make recommendations and decisions, with confidence, regarding issues or special assignments, is essential for success in this complex position. The Coordinator acts as a knowledge source for the Department Head and faculty on matters concerning collegial and administrative processes. Therefore, the ability to understand, interpret and implement policies and procedures is key to the position's success. Considerable discretion is a requirement as this position is privy to, and handles, highly sensitive and at times confidential information. The position is responsible for ensuring day-to-day work is completed accurately and information provided to others, both on and off campus, is correct. The ability to build trust and maintain positive relationships across campus is critical. The successful candidate will contribute to a positive, diverse and inclusive work and learning environment by actively engaging in mentoring, self-awareness learning opportunities, relationship building, and communication.

The incumbent must be able to work both independently and collaboratively as a team. While supporting the Department Head and up to 30 faculty members, this position may be stressful, as it experiences a high volume of work with tight deadlines, complex situations, and multiple stakeholders; superior attention to detail and accuracy is required.

Typical Duties/Accountabilities:

• Coordinates Collegial processes as per Department Head's direction while acting proactively, and efficiently with minimal direction.

• Anticipate the various and complex needs of the Department Head and other faculty leaders, ensuring that confidentiality, discretion, and professionalism are displayed at all times.

• Coordinates and supports faculty and staff recruitment, onboarding and offboarding processes.

• Undertake and/or manage special projects, events, and other duties assigned by the Department Head.

• Draft and edit correspondences, reports and presentations on behalf of the department leaders.

• Manages communication initiatives including maintenance of department websites, annual newsletter, TV message boards, LinkedIn and other communication initiatives.

• Manages alumni and advancement initiatives and communication as per Department Head's lead.

• Develops relationships and maintains collaborations with units and colleges across campus.

• Coordinates Department strategic meetings, preparing varied reports, minutes, tracts or executes action items and ensures deadlines are met.

• Support financial management of BMI operations by tracking and reconciliation of monthly finances, prepare financial reports or assist with forecasting of operational expenses.

• Orient, train, and ensure necessary access and equipment for new staff.

• Ensure technology and space needs are met while liaising with IT, Health Sciences or Facilities.

• Oversee creation and maintenance of departmental and administrative policies and procedure manuals under the direction of the Department Head.

• Manage and maintain electronic filing systems by organizing, updating, and ensuring accurate, secure, and accessible storage of documents following established records management practices.

• Address day-to-day concerns and implement suggestions for improvement and efficiency.

• Chair administrative staff meetings and follow up on action items.

• Ensure administrative workload is distributed appropriately and that coverage is in place during vacation, sick leave or earned days off.

• Delegate duties appropriately and efficiently.

Education: A bachelor's degree in business administration, communications, or a related field is required. An equivalent combination of education and directly related administrative, program coordination, and stakeholder engagement experience will be considered.

Experience: Five years of relevant work experience supporting a Department Head or senior academic leader is required. The combination of education and experience with demonstrated executive and communication skills may be considered.

Skills: Demonstrated ability to support senior level administrators and work effectively and discretely with confidential and sensitive information. Proven superior verbal and written communication skills. Demonstrated professional maturity, including the ability to take initiative and be self-directed. Proven ability to handle a variety of tasks simultaneously, prioritize appropriately, and work under pressure to meet deadlines in a continuously changing environment. Superior organizational, time-management and analytical skills. The ability to recognize and implement changes in policies and procedures, resulting in improved delivery of administration. Superior attention to detail with the ability to summarize and effectively present information. Demonstrated proficiency in public relations, including the ability to interact effectively with the public, faculty, staff, and students. Must be able to exercise diplomacy, judgment, tact, confidentiality, and cultural sensitivity. The ability to initiate and manage a variety of projects or commitments simultaneously. Demonstrated excellence in all aspects of event planning, coordinating, and implementing. Proven ability to work independently and collaboratively. Confidence and ability in learning new technology. The ability to establish and maintain professional working relationships with a diverse group of individuals. A high level of proficiency in Microsoft Outlook, Word, Excel and PowerPoint, and online communication tools is essential. Knowledge of University platforms, policies and procedures is beneficial.

Department: College of Medicine

Status: Permanent

Employment Group: CUPE 1975 - Restricted

Shift: 8:30-4:30pm

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: 9/9/2026

Closing Date: 9/16/2026 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 us for assistance.