Executive/Administrative Assistant Jobs

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.

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 Chemistry at the University of Alberta is renowned internationally for its excellence in teaching and research. The Department's research infrastructure, service support staff , and research fund ing is among the best in Canada. T he Department currently has 3 3 faculty m embers, 220 graduate students, and over 110 teaching, research, technical, and administrative employees that support the Department's tradition of excellence in research.

Position

Working under the general supervision of the Academic Department Manager (ADM), the incumbent of this position is required to provide comprehensive administrative suppor t to the Chair’s Office and the Chemistry Undergraduate Student Services Office within the Department of Chemistry. In order to be successful in this role, the incumbent must have strong relationship building skills in order to liaise, collaborate, and consult with faculty and staff in the Faculty of Science ( FoS ) and the College of Natural and Applied Sciences (CNAS) while maintaining the highest level of diplomacy, discretion, and good judgement in all aspects of Chemistry business.

Duties

Executive Administration

• Assists the Chair and ADM with academic evaluations and HR/payroll administration
• Responds to general inquiries and determines appropriate action required and consults with the Chair or ADM before responding to new or unfamiliar requests
• Manages the room booking schedule for the Chair's Conference room
• Assists ADM with maintenance of the Department's building directory to ensure signage is up-to-date for all personnel; orders and arranges for the installation of signage for offices and building directory in advance of the arrival of any new personnel
• Ensures the Chair has appropriate background/briefing materials for each meeting
• Makes travel arrangements, such as booking travel and preparing itineraries, as requested by the Department Chair
• Assists the Chair and ADM with the academic recruitment and appointment process
• Maintains appointment schedule for Chair including the long-term planning/anticipation of events and the strategic booking of time; rearranges and reschedules lower priority items to accommodate last minute priority internal and external meetings
• Provides high-level, executive administrative support to the Department Chair, Associate Chair, and Academic Department Manager (ADM) on all departmental business matters, operations, strategic initiatives, and special projects
• Disseminates routine communications to students and/or faculty such as memos, notices, emails, and letters
• Communicates relevant facilities and operations information to ensure all area staff are informed of activities that may affect them
• Distributes daily incoming and outgoing mail; assigns faculty and staff mail slots
• Serves as recording secretary to various Departmental and Executive Committees
• Provides back-up and vacation coverage support with regard to the organization of various named lecture series, visiting speakers, and prospective graduate student visits
• Provides back-up and vacation coverage support with regard to the maintenance and t roubleshooting of the Department’s photocopiers

Undergraduate Student Services Program Support

• Assists in managing Chemistry’s undergraduate progr am email account, responding and redirecting inquiries as appropriate
• Posts notices of missing instructor or class cancellation when necessary/requested
• Liaises with CNAS Scheduling to assist in room changes, programming instructor names/sections in PeopleSoft-Campus Solutions
• Provides administrative support for off-campus courses and field trips
• Prepares standard and ad-hoc reports for Chemistry courses; designs and develops customized reports for specific needs
• Serves as the secondary contact and information resource for routine and general undergraduate student inquiries
• Liaises with CNAS Scheduling to update class restrictions and coding in PeopleSoft- Campus Solutions
• Keeps current regarding policies, procedures and practices related to student needs and services
• Provides direction to students for payment of Chemistry breakages and fines
• Updates and maintains the undergraduate program bulletin/notice boards located in the Chemistry building
• Ensures that students are provided with basic information about why they have been referred and the processes they will encounter
• Maintains accurate records of student interactions, student related decisions, and/or actions taken
• Assists in screening prerequisites for courses
• Registers students in restricted classes which require the permission of the Department
• Provides administrative assistance to the Assistant Chair, Undergraduate Services (Student Advisor), with undergraduate program tasks
• Assists students with course registration requests, such as course add/delete/swap, via office contact or email
• Disseminates routine communications to students and/or faculty such as memos, notices, emails, job postings, and letters
• Addresses inquiries with knowledge of University systems, programs, policies, procedures, requirements, and options, escalating only when necessary
• Provides occasional support to individual faculty (e.g. preparing classroom materials, copying exams, archiving course syllabi)
• Schedules student advising appointments with the Assistant Chair, Undergraduate Services
• Answers, screens, and redirects, telephone and in-person general queries for the Chemistry Undergraduate Student Services Office

Minimum Qualifications

• Ability to exercise diplomacy, discretion, and tact in highly confidential and sensitive personnel and budget matters
• Advanced computer proficiency with MS Office (Word , Excel, PowerPoint), and Google applications ( Gm ail, Calendar, Drive , Forms, Docs, Sheets, etc. )
• Superior problem-solving and critical thinking ability supplemented with strong organizational and time management skills
• Minimum Diploma in an Administrati ve P rogram, or a relevant business or administrative field preferred ; equivalent combinations of education and experience may be considered
• Minimum 2 years of progressively responsible administrative experience with a proven ability to work with sensitive and confidential materials
• Exc eptional communication skills, including the ability to express ideas and recommendations clearly and concisely, both orally and in writing, in a manner appropriate to the audience
• Capacity to handle multiple assignments and changing priorities effectively and efficiently with minimal supervision
• Demonstrated ability to take initiative and make appropriate decisions under pressure while maintaining professionalism and confidentiality

Preferred Qualifications

• Proficiency with University of Alberta policies and procedures is preferred
• Working k nowledge of P eopleSoft (HCM, Financials, and Campus Solutions) is an asset