Operations Assistant

It is a repost of Competitors #S104651927. Applicants who beforehand utilized usually are not required to submit their software once more to be thought-about. 

This place is part of the Non-Tutorial Workers Affiliation (NASA).

This place has a time period size of 1 yr plus a day with a risk of extension and presents a complete advantages package deal which will be considered on our Advantages Overview web page .

Location – North Campus Edmonton.

Working for the College of Alberta

The College of Alberta acknowledges that we’re situated 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 complement our vibrant group.

The College of Alberta is teeming with change makers, group builders, and world shapers who lead with goal each day. We’re house to greater than 40,000 college students in 200+ undergraduate and 500+ graduate applications, over 13,000 college and workers, 260,000 alumni worldwide and have been acknowledged as one in all Canada’s Greenest Employers for over a decade.

Your work may have a significant affect on an interesting cross part of individuals—from our college students and stakeholders, to our famend researchers and innovators who’re fairly actually curing ailments, making discoveries and producing options that make the world more healthy, safer, stronger, and extra simply.

Place

This place stories to the ADM and helps the Affiliate Chairs/Administrators, Tutorial Division Supervisor (ADM), Workplace of the Chair, and the AMHSP Coordinator. The Operations Assistant gives senior administrative assist to the Chair’s Workplace for the Division of Pediatrics and helps the AMHSP Coordinator in division search & picks.

As the first useful resource and point-of-contact for administration processes, the incumbent is required to liaise with and supply data to senior college and directors, the School of Medication & Dentistry workplace, and division college members. Working in a busy setting, the incumbent is required to deal with pressing conditions appropriately and with sensitivity to the difficulty. The place facilitates workplace workflow making certain deadlines are met and tasks are accomplished on schedule. The Operations Assistant works to downside resolve and actions the suitable options on behalf of the Affiliate Chairs/Administrators and ADM.

Duties 

Administrative assist to Affiliate Chairs, Administrators, and ADM (50%)

• Supplies day-to-day administrative assist and coordination of actions for the ADM, Affiliate Chairs, and Administrators as assigned
• Maintains advanced calendars/schedules
• Communicates with the division, college workplace, and College directors, in addition to exterior contacts on behalf of the management crew
• Composes routine correspondence for signature, monitoring objects to make sure well timed motion
• Prepares assembly and presentation supplies
• Critiques and prioritizes each day incoming correspondence and initiates or completes motion the place applicable
• Maintains environment friendly digital and paper submitting programs for ADM/Affiliate Chairs/Administrators, together with confidential information
• Prepares itineraries, makes journey preparations, and coordinates journey & expense claims for ADM/Assistant Chairs/Administrators for reimbursement
• Coordinates and tracks invoices and bills beneath the ADM/Affiliate Chairs/Administrators’ portfolio
• Coordinates conferences, together with logistics, agenda, and minute distribution. Data minutes when required
• Coordinates division occasions and workshops (i.e. Analysis Day)
• Coordinates group of visitor audio system, and posters for talking engagements, prepares itineraries, and assists with journey and lodging planning
• Coordination of receipts for pcard reconciliation

Search & Choice Help (35%)

• Works carefully with the division AMHSP Coordinator to help in coordinating the logistics for departmental search & picks
• Organizes all candidate journey preparations for search & choice(s)
• Schedules 2-3 day search & picks (1:1 conferences with present college, pre-search & choice conferences, in addition to the panel search & choice interviews) for 1-4 candidates
• Points search & choice assembly invites and paperwork (itinerary, CV, and FRIR)
• Coordinates home searching journeys for profitable candidates and liaises with a most well-liked realtor to schedule journey itinerary
• Books catering and/or eating places for search & choice
• Leads the coordination for all strikes required by relocation hires

Administrative assist for Workplace of the Chair (15%)

• Works as a part of a crew of senior coordinators to supply assist for division initiatives together with all actions that fall beneath the Workplace of the Chair
• Acts as point-of-contact and useful resource for division college, workers, and public
• Acts as backup to the Workplace of the Chair’s Government Assistant place
• Coordinates conferences, together with logistics, agenda, and minute distribution. Data minutes when required
• Composes routine correspondence for signature, monitoring objects to make sure well timed motion
• Prepares assembly and presentation supplies
• Critiques and prioritizes each day incoming correspondence and initiates an motion or completes motion the place applicable
• Maintains environment friendly digital and paper submitting system throughout the Workplace of the Chair 
• Identifies and implements course of enhancements making certain efficient communication throughout the Workplace of the Chair and with applicable stakeholders throughout the division
• Supplies administrative assist for division initiatives or tasks

Minimal {Qualifications}

• An undergraduate diploma in a associated area (an equal mixture of training and expertise will probably be thought-about)
• 3-5 years expertise working with and supporting Sr. Management (ex; Division Chairs and Affiliate Chairs)
• 1-2 years expertise supporting Search & Alternatives
• Proficient in on-line assembly platforms (Zoom, Google Meets)
• Laptop proficiency in MS Workplace, Google functions, spreadsheet administration, and Adobe
• Demonstrated individuals expertise and skill to train logic when releasing data
• Demonstrated organizational expertise
• Robust communication (oral and written) expertise
• Robust dedication to shopper service with an expert, constructive method
• Expertise inside a post-secondary setting and/or well being providers

Observe: On-line functions are accepted till midnight Mountain Commonplace Time of the cut-off date.

We thank all candidates for his or her curiosity; nonetheless, solely these people chosen for an interview will probably be contacted.