Department Assistant - Edmonton, Canada - University of Alberta

University of Alberta

Verified Company

Edmonton, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

ENG Mechanical Engineering:

Competition No.

Posting Date

May 30, 2023

Closing Date

Jun 08, 2023

Position Type

Full Time - Operating Funded

Salary Range

$43,365 to $58,081 per year

Grade

Hours

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

This position has a term length of 1 year plus a day from the date of hire (with the possibility of an extension) and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location:
This role is in-person with work taking 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.

Working for the Department/Faculty

The Department of Mechanical Engineering offers students the opportunity to pursue an exceptional, high quality education in one of Canada's largest mechanical engineering departments.

Our 1,450 students (1000 undergraduate and 450 graduate) learn in a thriving and dynamic environment emphasizing solid academics and sound hands-on skills.

We offer traditional and co-op undergraduate programs (including a biomedical co-op option), as well as Master of Engineering, Master of Science, and PhD graduate programs.

Position
Reporting to the Academic Department Manager, the Department Assistant provides department administrative and general program support.

This role is involved in assisting with communications, material and document development, administrative and program operations, and facilities management and access control.

Duties

Communications:

Greets visitors to the area and routes them to the appropriate individual (e.g. Advisor, academic leader, consultant)
Answers phones and fields general inquiries for the Mechanical Engineering Department. Serves as a resource for routine and general inquiries and procedures (e.g. facility and room booking requests)

Document / Materials Development:

Maintains spreadsheets and databases. Runs standard reports for area or program. Compiles and maintains data. Assembles and formats data to create simple reports.
Serves as recording secretary to area / program committees
Maintains inventory of office equipment and supplies.

Program Operations:

Schedules and coordinates meetings, events and activities including scheduling rooms, organizing equipment, ordering catering and assembling materials.
Troubleshoots photocopier and phone issues; organizes service calls as required and maintains adequate levels of supplies for machines, including shredding services.

Academic Administration:

Organizes, assigns and maintains assignment boxes for all department courses and signs out keys to teaching assistants
Manages and assigns all teaching technology and equipment to teaching assistants
Provides occasional support to individual faculty (e.g. preparing classroom materials and maintaining course syllabi)

Facilities/Security:

Coordinates card access and door access. Processes key deposits, revenues, returns and refunds. This includes the Donadeo ICE building, MEC building, and liaising with NRC Nano (NRC Canada) for coordination of lab spaces in the NINT building
Assists with office assignments and relocations for faculty, staff, and graduate students (planning, layout, and setup)
Generates and follows up with maintenance requests

Minimum Qualifications

Post-Secondary Diploma in Business Administration or related field (combination of education and related experience may be considered)
18 months related customer service or business administration (front desk) experience, preferably in a postsecondary environment
Proven experience in providing exceptional customer service; demonstrated decisionmaking and problemsolving skills
Excellent interpersonal, organizational, and communication skills (written and verbal) with a demonstrated attention to detail
Ability to manage time effectively and accomplish assigned tasks with accuracy and precision

Preferred Qualifications