Executive Assistant - Edmonton, Canada - University of Alberta

University of Alberta

Verified Company

Edmonton, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

ALES Dean's Office General:

Competition No.

S D1

Posting Date

Jun 07, 2023

Closing Date

Jun 14, 2023

Hourly Rate

$ $35.02

Grade

Hours

40
This position is a part of the Non-Academic Staff Association (NASA).

This position has an end date of April 30, 2024.

Location
Work primarily takes place at 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 Agricultural, Life and Environmental Sciences is seeking an experienced Executive Assistant to support the Departments of Resource Economics and Environmental Sociology (RESS), Human Ecology (HECOL) and Renewable Resources (RENR).

These departments provide a wide breadth of integrated research and teaching programs.

Resource Economics and Environmental Sociology (REES) includes research and teaching related to the fields of Environmental and Resource Economics, Economics of Agriculture Food & Agribusiness, Environmental and Resource Sociology, and International Development.

With a focus on enhancing people's everyday environments, Human Ecology has programs and research in Aging; Children, Youth &Families, Material Culture, and Textile and Apparel Science.

While Renewable Resources research and teachings are related to the fields of Agriculture and the Environment, Conservation Biology, Environmental Soil Science, Forest Ecology and Management, and Reclamation and Restoration of Land and Water.

Position

Duties

Manages department office reception, serving as the first point of contact and liaison for Chair(s); responding to Department inquiries and determining an appropriate course of action.
Maintains an annual calendar of Chair's activities, prompting Chair(s) to initiate action with appropriate lead time, including strategic blocking of time for critical activities.
Proactively establishes meeting schedules, prepares agendas, compiles relevant background documents, invites guests (as required) and takes minutes at Department Council meetings and other departmental meetings and ensures appropriate follow up on action items.
Coordinates travel arrangements for Chair(s) and department guests (e.g. visiting speakers) air fare, hotel, rental car, meeting registrations, expense claim and credit card paperwork.
Provides administrative support to department committees and Director (e.g., Chair's team)
Prepares confidential material for the FEC and ATSEC, arranges meetings for faculty members with the Chair, prepares and submits the Chair's final recommendations, ensuring all documentation is received by FEC
Provides administrative assistance in the hiring process of new academics.
Manages with Adjunct Professor appointment and renewal processes
Maintains the department's document archives and filing systems in accordance with FOIP and University policies
Provides additional support for facility arrangements including office equipment and supplies, and the coordination of office moves and renovations
Takes on specific administrative projects as required, including compiling reports (e.g., for program accreditation), preparing itineraries and department materials for external guests and coordinating department events

Minimum Qualifications

Minimum Grade 12 education, supplemented by business/office administration training and 5 years or more years of Executive Assistance experience
Direct University of Alberta employment experience, including course/academic programs, PeopleSoft platforms (HCM, Financials, Campus Solutions), Concur and SupplyNet

Preferred Qualifications

Knowledge of University policies and procedures is an asset
High level of tact and discretion; ability to maintain confidentiality
Excellent customer service, public relations, and organizational skills; capable of representing the department on behalf of the Chair(s) and ADM
Working knowledge of office equipment, including copier/printer, multiline telephone, scann