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

University of Alberta

Verified Company

Edmonton, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

PH School of Public Health:

Competition No.

Posting Date

Jul 13, 2023

Closing Date

Jul 19, 2023

Position Type

Full Time - Operating Funded

Salary Range

$51,055 to $69,342 per year

Grade

Hours

35
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.

Location - Work primarily takes place at North Campus Edmonton. This role is hybrid with a mix of remote and 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 School of Public Health (SPH) at the University of Alberta was the first school of public health accredited in Canada in 2012 by the Council on Education for Public Health (CEPH).

SPH offers a course-based MPH, an MA in Community Engagement (course-based and thesis-based), and thesis (MSc and PhD) graduate programs, supported by 32 faculty members.

Currently, there are approximately 320 graduate students. SPH is among the top 5 research-intensive faculties in the University.

Position

The Executive Assistant to the Dean is the direct and primary support to the Dean and Vice Dean, and is key to the management and efficiency of the Dean's Office and Faculty administration.

The Executive Assistant manages the Dean and Vice Dean's calendars, deadlines, briefing materials, drafts the Dean's correspondence and makes decisions on priorities for the Dean's schedule, including decisions of necessity, appropriateness, or delegation of meeting requests.

The position also manages the Faculty Evaluation Committee (FEC) process, is secretary to FEC and Faculty Council and the steward of related documentation, coordinator of other Dean/School committees, and manager of academic personnel files, the Dean's correspondence and expenditure/budget records.

Significant responsibilities include serving as an HR-academic resource person and the management of online Faculty Council voting systems, compliance with policies such as faculty agreements, signing authority, FOIPP, Dean's travel, Dean's Office website, and the annual cycle of the Dean's calendar.

The position also plays a role on the faculty-wide development process with a particular focus on event management. The role also has some technology support and project management functions.

In addition, this position provides administrative support to the Senior Leadership Team (Associate Dean Research, Associate Dean Education, Assistant Dean Development and Faculty General Manager).

Duties

Provides administrative support, including:

Primary contact for all inquiries and communications with the Dean.
Collaborates with the Vice Dean and Associate Deans to coordinate meetings and committees and set agendas for facultywide meetings.
Secretary to the FEC and Faculty Council/Town Hall, follows up on action items and manages outstanding items.
Point person for the Faculty Annual Report portal
Ensures the leaders have appropriate background/briefing materials for each meeting
Books travel and prepares expense claims
Plans, coordinates, and assists with the preparation of events; acts as the onsite pointofcontact for various events and meetings
Compiles and summarizes information for inclusion in reports
Receives visitors, guests, and dignitaries on behalf of the leaders
Responds to inquiries and determines appropriate action required
Works on various projects as required
Other duties as assigned

Minimum Qualifications

Diploma in a relevant field (Preferably a diploma program in business administration)
Minimum of 2 years of progressively responsible operational support experience supporting leaders at the executive level, preferably in a postsecondary setting
Demonstrated proficiency with Google Workspace, MS Word, Adobe Acrobat, large organization ERP (preferably PeopleSoft)
Demonstrated ability to develop and maintain positive, professional, and collab