Administration Assistant - Edmonton, Canada - University of Alberta

University of Alberta
University of Alberta
Verified Company
Edmonton, Canada

1 month ago

Sophia Lee

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Sophia Lee

beBee Recruiter
Description

VPRI Future Energy Systems:


  • Competition No.

S

  • Posting Date

Oct 30, 2023

  • Closing Date

Nov 13, 2023

  • Hourly Rate

$ $32.39

  • Grade

06

  • Hours

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

This position has a term length of 12 months.


Location - Work primarily takes 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 Research and Innovation


As one of the top 5 research universities in Canada, the University of Alberta's research and innovation spans many fields and disciplines.

Our researchers' expertise and strength attract over $600 million annually from various research funders and partners including federal and provincial governments, industry, foundations, and other organizations.


Position Summary


Under direction of the Future Energy Systems Program Manager, the Administration Assistant supports the FES administration team and program in its day-to-day operations.

Specific responsibilities include maintenance of the program's FORUM project management database, facilitation of reporting to the program funder (the Canada First Research Excellent Fund), support for major events and initiatives, coordination with the Energy Systems signature area, and provision of assistance to FES researchers when appropriate.

Duties will vary depending on time of year and specific initiatives being carried out by the FES administration team.

The position requires the ability to provide general administrative support, including use of FORUM, and requires a general knowledge and understanding of energy systems research at the University of Alberta.


Duties


Duties and hours will vary depending on the time of year and specific initiatives being carried out by the FES administration team.


Potential duties include the following:

  • Data gathering and analyses for FES performance metrics (part of annual reporting process).
  • FES FORUM project management system data entry, validation and backup.
  • Assist with program reporting activities.
  • Assist with the creation and update of walkthrough documents, templates, calendars and forms.
  • Meeting assistance, agenda distribution, taking and distributing meeting notes, fillin support for employees on vacation.
  • Outreach activity and lab tour support (public facing on behalf of the program).
  • Workshop and event logístical support (e.g. setup and take down, registration, greet incoming guests, arranging catering, staffing).
  • Volunteer coordination (assisting with the supervision of student volunteers).
  • Basic errands on the UAlberta campus, including but not limited to shipping and picking up packages.
  • Supply management and ordering (inventorying supplies, identifying needs, preparing orders, distributing orders).
  • Assist with notices of award, amendment letters, getting proper signatures, scanning, filing.
  • Occasional assistance with budget variance forms, sorting, scanning, filing.
  • Occasional assistance with monthly financial reconciliation and expense reports.
  • Other administration tasks at the discretion of both the Program Manager and Director.

Qualifications

  • A post secondary degree or diploma is required.
  • Undergraduate or graduate degree in a field related to Future Energy Systems is an asset.
  • Familiarity with the Canada First Research Excellence Fund, the Future Energy Systems research program and energy systems science is required.
  • 12 years of previous work experience in an office environment is required.
  • Proficiency with FORUM is an asset.
  • Excellent communications and interpersonal skills.
  • Adaptability and ability to deal with various stakeholders in a single project.

How to Apply
**We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
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