Executive Assistant to The Deputy Dean - Edmonton, Canada - University of Alberta

University of Alberta

Verified Company

Edmonton, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Faculty of Medicine & Dentistry - Dean Administration:

Competition No.

S D1

Posting Date

Aug 01, 2023

Closing Date

Aug 08, 2023

Position Type

Full Time - Operating Funded

Salary Range

$50,582 to $68,294 per year

Grade

Hours

37.5
This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

This is a repost. Previous applicants do not need to reapply._

Location - 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.

**Working for the Department/Faculty

The Faculty of Medicine & Dentistry at the University of Alberta is one of the world's elite academic health sciences centres, where top students are taught by award-winning educators and mentored by renowned scientists in a dynamic learning environment.

We have 21 departments, two stand-alone divisions, 7 research institutes, 15 research centres, and 10 research groups.

Our state-of-the-art labs and teaching facilities include award-winning teachers, medical students who have scored near or at the top on national medical licensing exams, and alumni who are making a difference in the health of the world's peoples.

We conduct our teaching, research and patient care in accordance with the highest international standards.

We work with our partners in education, research and health care for the greater good of the local, regional and global community.

**Position

Reporting to the Deputy Faculty General Manager, the Executive Assistant to the Deputy Dean is a member of the Faculty of Medicine & Dentistry's Office of Dean administrative team and provides dedicated support to the Deputy Dean.

This position works in a sensitive and confidential environment and is expected to solve problems using University/Faculty policy, procedures, process, guidelines or based on direction from the Deputy Dean and/or Deputy Faculty General Manager.

The Executive Assistant serves as an ambassador for the Deputy Dean office, leading and role modeling a culture of inclusive community, growth, innovation, impact team-based work and compassion.

**Duties
Comprehensive administrative support to the Deputy Dean, including but not limited to:

Manages the electronic calendar (scheduling, resolving conflicts) for the Deputy Dean based on their priorities
Responds to inquiries and determines appropriate action required. Consults with the Deputy Dean or Deputy Faculty General Manager before responding to new or unfamiliar inquiries.
Prepares a variety of documents and correspondence for recordkeeping, signatures and distribution
Drafts agendas for meetings/committees in consultation with the leader.
Supports the work of multiple committees, specific tasks to be assigned by Deputy Dean
Acts as the recording secretary and takes minutes for meetings and committees as required
Compiles and summarizes information for inclusion in reports or presentation materials. Prepares charts, graphs or tables as necessary.
Receives visitors, guests and dignitaries on behalf of the leader.
Interacts with faculty, staff and students and external entities and stakeholders. Contact requires the use of tact, discretion and judgement.
Ensures Deputy Dean has appropriate background/briefing materials for each meeting
Initiates and coordinates a variety of requests such as travel and expense claims, reviews transactions and supporting documentation for accuracy, compliance to policy and appropriate authorizations
Other duties as assigned

Administrative support as required as part of the Office of the Dean administrative team including but not limited to:

Providing coverage for the reception desk
Providing coverage for Office of the Dean executive assistants and administrative assistants during leave of absences
Supporting events and opportunities to engage with the faculty and university community
Editing/updating faculty websites
Other duties as assigned

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