Administrative Assistant - Edmonton, Canada - University of Alberta

University of Alberta

Verified Company

Edmonton, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

SCI Science Admin and Strategy:

Competition No.

Posting Date

Nov 01, 2023

Closing Date

Nov 08, 2023

Hourly Rate

$ $32.39

Grade

Hours

35
This position is a part of the Non-Academic Staff Association (NASA).

This position has an end date of 6/28/2024.

Location - North Campus Edmonton. This role is in-person.

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.

Working for the Department/Faculty

The Faculty of Science at the University of Alberta is globally recognized for excellence in research and education, working to position our community ahead of economic cycles, ecological shifts, competitive opportunities, and disruptive technologies by pushing the boundaries of discovery, knowledge, and innovation.

Position

In the fast-paced work environment of the Office of the Dean of Science, the Administrative Assistant will perform routine administrative assistance that support the activities of those Science academic leadership roles who are responsible for the delivery of either faculty or student service specific services.

The successful incumbent will also initiate entries on behalf of Science departments for those related tasks that are completed at the Decanal level (e.g. departmental academic administrative appointments).

Duties

Communications:

Answers phones and fields general inquiries for the Faculty of Science. Serves as a resource for routine and general inquiries and procedures. (e.g. graduate program information, facility booking requests, booking of advisor/consultant appointments).
Greets visitors to the area and routes them to the appropriate individual (e.g. Advisor, academic leader, consultant)
Updates and makes routine changes to web pages. Uploads new content as directed.
Creates and monitors social media communication and outlets such as Facebook and Twitter

Document/Materials Development:

Prepare packages and resources as requested for distribution to stakeholders and the public.
Using a variety of methods and media, prepares, produces, and distributes special or oneoff promotional brochures.
Produces technical, graphic and/or slide presentations requested by faculty for teaching or research purposes.
Assists department members with manuscript and technical typing related to research activities, including equations, graphs, charts and color slide productions.

Program Operations:

Maintains spreadsheets and/or databases. Runs standard reports for area or program. Compiles and maintains data. Assembles and formats data to create simple reports.
Responds to inquiries and requests for information from University-Wide Services/ College/Faculty office(s).
Maintains files and filing systems.
Troubleshoots photocopier and phone issues; organizes service calls as required and maintains adequate levels of supplies for machines, including shredding services.
Schedules and coordinates meetings, events and activities including scheduling rooms, organizing equipment, ordering catering and assembling materials.
Assists with routine travel arrangements.
Maintains inventory of office equipment and supplies.
Sorts and distributes mail; arranges mail slots for new staff; schedules courier service, as required.
Schedules and organizes recruiting information sessions, student orientations, welcome receptions, convocation, conferences, and other program related activities.
Process cash, credit card, interact and cheque transactions.
Serves as recording secretary to Program Committees.

Facilities/Security:

Coordinates card access and door access.
Supports basic office moves.
Assists with office relocations and reconfigurations. This includes assisting with planning, layout and setup as required.
Books classroom/meeting room space for Science personnel.
Reprograms existing code access to meeting spaces and area classrooms.
Configures furniture in facultycontrolled spaces.
Configures specialized building infrastructure (e.g. wall partitions for offic