Administrative Assistant

This position is a part of the Non-Academic Staff Association (NASA).

This position is part time and has a term length of 2 years and offers a comprehensive benefits package which can be viewed on our Benefits Overview page .

Location: Work primarily takes place at North Campus Edmonton.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Department/Faculty Summary

Do you thrive in a dynamic and exciting collaborative work environment? The Arts Collaboration Enterprise (ACE) is searching for a dedicated administrative assistant to join our team. ACE provides sustainable and efficient services to a broad range of centres, institutes and collaborative research entities associated with the Faculty of Arts.

Position Summary

Want to help an amazing set of research teams? Reporting to the Manager, Arts Collaboration Enterprise; this position provides logistical, administrative, and communications support for research teams in the Faculty of Arts – particularly for the Wirth Institute for Austrian and Central European Studies and the Sound Studies Institute as well as providing support for other unit operations. 

Duties

• Managing calendars including scheduling appointments and organizing meetings
• Developing and implementing department administrative processes
• Coordinating activities and processes; booking meeting rooms/equipment, arranging catering, distributing agendas, coordinating meeting materials as required
• Booking travel including flights and hotels, arranges and coordinates itineraries and preparing expense claim forms and honoraria
• Coordinating events (budget, speakers, promotion, communication etc.)
• Preparing financial forecasts and reports; monitoring and reconciling budgets
• Drafting correspondence and/or briefings, developing and formatting reports, manuscripts and presentation
• Regular updates to common communications channels (listserv, website, and Twitter, Facebook and other UofA communications channels)
• Working with other staff – particularly Wirth Institute and SSI activities

Minimum Qualifications

• High School diploma or equivalent
• Excellent communication and collaboration skills
• University of Alberta administrative experience strongly preferred
• Communications planning knowledge
• Basic familiarity with Google suite strongly preferred
• Proven organization skills and attention to detail
• Familiarity and experience with PeopleSoft and other university finance platforms would be considered an asset

This competition will remain open until filled; review of applications begins March 9, 2023. 

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.