University Of Regina Careers

University of Regina

Administrative Assistant 

Job Description 

Position Summary:
As part of the Faculty of Kinesiology & Health Studies Business Operations team, this position will serve as a primary support and subject matter expert to the Teaching, Learning & Research programming team, and will provide back up support to non-credit Client Services, as required.Responsibilities:

  • Provide assistance with general reception duties in the KHS General Office for in person, phone, email and data based contacts for students, staff, faculty, coaches, internal and external clients
  • Receive, evaluate and respond to all incoming inquiries and requests as required for students, staff, faculty, coaches, internal and external clients
Administrative Support
  • Collect course outlines, e-file and post to web
  • Archiving of student (undergraduate and graduate) records
  • Back up to the Administrative Assistant, as required
  • Update and maintain positional information and procedural manuals
  • Prepare, run, and/or distribute statistical reports and summaries, as requested
  • Compose general correspondence
  • Back up for file/appointment preparation (daily)
  • Committee Support (Academic Planning and Program Committee, Scholarship)
  • At the direction of the Academic Program Coordinator, prepare and circulate agenda and supporting materials and record and publish minutes of meeting
  • Prepare application summary/ eligibility summary for meetings as required (minimum 3 times per year) for academic (undergraduate and graduate) and athletic scholarships and awards
  • Provide data summary for most suitable recipient by way of annual stat sheet for awards where no application required
  • Maintain accurate records for each scholarship, including process, recipient, Terms of Reference, communication to students
  • Provide recommendations for improvement to TOR and processes
  • Reporting on Dean’s Honour List recipients to the Registrar’s Office and Dean’s Office each semester
  • Prepare recipient notification for Student Awards and Financial Aid following each meeting
Transfer Credit
  • Review post-secondary transcripts and prepare evaluation form based on courses already present on Banner
  • Collect detailed syllabi for courses that have not been evaluated; disseminate to other faculties as required; compile potential KHS courses for review
  • Maintain data record of transfer credit (ie. by student; status by course – who it was sent to and when)
  • Assistance with articulation agreements as required
Graduation and Convocation
  • Monitor and audit applications in advance of graduation process and update completion terms for each applicant
  • Initial review of student degree audit and identification of possible issues in advance of file approval
  • Update application as required (review, withdrawal, rejected, etc)
  • Preparation of graduation and lists for Executive of Council as required
  • Attending convocation ceremony, preparation of required administration
  • Initial contact for graduation inquiries from students
  • Communication to students regarding deadlines and processes and initial student queries
  • Communicate composite picture information and organize final composite with photographer
  • Coordinate faculty involvement and photography requirements on convocation day
Processing of Registrar’s Office forms
  • Adjustment of Tuition and Adjustment of Grades
  • Grade change forms
  • Letters of Permission
  • Transfer credit forms
  • Primary back-up to Executive assistant for deferral of term work and/or final exams

Position Requirements

Position Requirements:
  • Graduation from Grade 12 supplemented by a recognized business course and three years related experience
  • Familiarity with University registration procedures and Faculty of Kinesiology and Health Studies’ academic and non-credit programs, policies and procedures an asset
  • Must be capable of working independently and as part of a team
  • Effective oral and written communication skills are required with the demonstrated ability to follow oral and written instructions accurately
  • Demonstrated skill using Microsoft Office (Word, Excel, Power Point, Access)
  • Knowledge of Banner and/or familiarly with enterprise information management systems is an asset
  • Ability to organize and prioritize workload and meet deadlines
  • Ability to establish and maintain effective working relationships exercising a considerable degree of judgment and discretion regarding sensitive and confidential matters and materials
  • Demonstrated knowledge of cash management principles required including experience with cash registers, POS, and cash reconciliation
  • Demonstrated ability to work effectively in a fast paced, high traffic environment

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