Clerical Assistant, Pacific Institute for the Mathematical Sciences, Site Administrator

University of Saskatchewan View all jobs

  • Saskatoon, SK
  • Permanent
  • Full-time
  • 5 days ago
Clerical Assistant, Pacific Institute for the Mathematical Sciences, Site AdministratorThe Pacific Institute for the Mathematical Sciences (PIMS) is a distributed research network with sites at ten major universities, including the University of Saskatchewan. The PIMS mandate is to promote excellent research and applications of the mathematical sciences, to facilitate the training of highly qualified personnel, to create an equitable, diverse and inclusive community in the mathematical sciences, to enrich public awareness of and education in mathematics and to create partnerships with similar organizations around the world. PIMS funds a variety of scientific programs, as well as educational activities and industrial events (see )Primary Purpose: The Site Administrator has three primary responsibilities: financial reporting, event support, and Site Director/office support.Nature of Work: Reporting to the Site Director, this position provides essential support within PIMS site offices, encompassing event planning, financial management, and administrative duties. Responsibilities include organizing events, handling financial transactions and reports, and serving as the primary contact for visitors and the Site Director. The role also involves managing logistics for postdoctoral fellows, including appointments and renewals. This position is crucial for the smooth operation and support of PIMS objectives and activities.Typical Duties or Accountabilities:Financial Reporting:Financial duties include the following, for review by the Site Director before submission to PIMS:
  • Tracking all operating revenue and awards received from various sources
  • Managing financial transactions, such as paying invoices and reimbursing travel expenses for events and activities approved by the PIMS Board
  • Maintaining a financial tracking system to correlate income and expenditures with specific budget items
  • Reconciling the incomes and expenditures processed through university accounts, on a continuous basis, with the site's financial tracking system to correct any discrepancies and to ensure expenses are paid from the appropriate grant
  • Keeping the Site Director up to date regarding the available balance for each budget line
  • Prepare monthly balance and completion reports for award holders
  • Preparing a detailed report on income and expenditures for submission to the PIMS Central Office, quarterly.
Event Support:Event support encompasses a variety of tasks to ensure the smooth execution of events. This includes:
  • Booking meeting rooms and audio/visual equipment
  • Reserving blocks of accommodations for participants
  • Preparing travel authorizations and procurement approval requests
  • Producing necessary materials such as nametags and posters
  • Arranging catering for coffee breaks or meals
  • Coordinating the collection of registration fees with PIMS Central
  • Facilitating the advertisement of events to departments
  • Reimbursing travel expenses and paying invoices in accordance with the budget and all eligibility rules
  • Compiling a complete and accurate financial report on the event
Site Director/Office Support:Duties include:
  • Serves as the primary point of contract for visitors at PIMS site offices, ensuring a welcoming and efficient first impression
  • Providing comprehensive administrative support to the Site Director, including scheduling meetings and arranging for travel as necessary
  • Responding to telephone and in-person inquiries
  • Managing incoming mail and courier packages
  • Attend mandatory PIMS Site Administrator meetings
  • Keeping organized files that pertain to the activities of PIMS, with a particular focus on its postdoctoral fellows
  • Liaising with departments to prepare appointments for the PIMS funding portion of postdoctoral fellows, as well as confirming their renewals or managing early departures
  • Other duties as assigned by the Site Director
Education: Completion of Grade 12 and a recognized one-year post-secondary business/administrative program. Some understanding of, and training in, financial accounting is required. An equivalent combination of education and experience may be considered.Experience: Minimum two years of directly related experience supporting the financial and accounting needs of a department. Experience with UniFi, FAST or other computerized accounting software and About US. Familiarity with Tri-Agency financial administration guidelines is considered an asset. Experience with account management, university and college practices and procedures, and PC based computer applications including Word and Excel.Skills: Ability to manage multiple tasks and maintain attention to detail; ability to effectively work both independently and as part of a team; strong problem-solving and time management skills; effective interpersonal, communication (written and verbal) and organizational skills; proficient basic accounting skills; demonstrated ability to function in a high volume, fast-paced setting with numerous and conflicting deadlines; demonstrated public relations skills, including the ability to interact effectively with public, students and university personnel; ability to provide timely and courteous service with tact, discretion, confidentiality, and cultural sensitivity; self-motivated, with the ability to follow direction and at the same time exercise initiative when required; and a general knowledge of office procedures. An understanding and basic knowledge of the programs, services and culture of the University of Saskatchewan. Strong computer skills including keyboarding and proficiency with Excel, Outlook and Word are essential.Inquiries regarding this position can be directed to Site Director Steven Rayan at .Department: Mathematics & Statistics
Status: Term 12 months with the possibility of extension or becoming permanent
Employment Group: CUPE 1975
Shift: 830-430
Full Time Equivalent (FTE): 0.5
Salary: The salary range, based on 1.0 FTE, is $23.35 - 30.61 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: 4/10/2026
Closing Date: 4/23/2026 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 GuidelinesThe 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: .
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 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 for assistance.

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