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

This role is hybrid with a mix of remote and in-person with work primarily 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

Are you an ambitious, collaborative and service-focused professional who loves to work in a dynamic and challenging environment? Someone who is passionate about leading and supporting teams and stakeholders through transformational change and digital transformation initiatives?

Enrolment Systems & Service Innovation within the Office of the Deputy Provost Students & Enrolment is responsible for providing functional support of the University’s enrolment systems. ESSI is responsible for service design, improvement and innovation focused on improving the student experience through digital transformation initiatives.

Our innovative and dynamic environment provides you with boundless opportunities for engaging work within diverse and multidisciplinary teams. A high level of collaboration within the university allows you to build professional networks with meaningful relationships, and cultivate new skill sets through our well-established learning and development programs. Our greatest asset is people who make up the U of A community.

An exciting opportunity exists for a highly motivated and enthusiastic individual to join our team of professionals as an Administrative Assistant.

Position Summary

Reporting to the Executive Director, Enrolment Systems & Service Innovation, this position provides specialized administrative support to the Executive Director and the Enrolment Systems & Service Innovation unit.

Duties

Communications

• Screens, directs, and processes phone, electronic and in person queries.
• Manages correspondence and ensures queries are properly directed and followed through.
• Prepares briefing materials for meetings and committees.
• Prepares letters, emails, and other documents.
• Proofreads and reformats documents

Operations:

• Manages the calendar of the Executive Director, Enrolment Systems & Service Innovation. Makes decisions on priorities based on own understanding of the areas and emergent issues.
• Creates and maintains spreadsheets and/or databases. Prepares standard and ad-hoc reports for the area. Designs and develops customized reports for specific needs.
• Maintains area records. Establishes, maintains, or updates files.
• Sends out surveys or information requests. Compiles submissions for review.
• Organizes meetings on behalf of the Executive Director.
• Coordinates travel arrangements.
• Provides administrative support for standing and special meetings. Schedules rooms & organizes equipment. Coordinates documents and agendas. Anticipates and prepares supporting materials. Distributes meeting minutes.
• Serves as recording secretary to area/program Committees.
• Troubleshoots photocopier & phone issues; maintains adequate levels of supplies for machines, including shredding services.
• Maintains the inventory of office equipment and supplies.
• Actively participates in Enrolment Systems & Service Innovation events.

Financial Process Coordination/Initiation:

• Initiates purchase requisitions, purchase orders and invoices through SupplyNet. Initiates vendor payments.
• Requests credit cards for new staff through the Staff Service Centre as required. Performs credit card verifications and reconciliations.
• Initiates travel and expense claims for leadership when required.
• Reviews individual transactions and supporting documentation for accuracy, compliance to policy and appropriate authorizations.
• Provides guidance and assists users with the initiation of routine financial transactions. Escalates issues to the Staff Service Centre or assigned Financial Partner.
• Initiates and tracks IT support service calls with IST and other service providers.
• Assists with the administration of petty cash.
• Manages electronic signing folder.

Human Resources Process Coordination / Initiation:

• Initiates transactions in conjunction with associated finance and/or HR resources to make adjustments. Works with Partners as needed to support area.
• Provides guidance and assists users with the initiation of routine HR transactions. Escalates issues to the Staff Service Centre or assigned HR Partner.
• Initiate processes using pay action forms and e-forms, position updates, etc
• Initiate employee appointments, reappointments, extensions through APS (Alfresco Processing System)
• Supports Senior Administration with hiring/onboarding and off boarding processes.

Facilities/Security:

• Assists with the allocation of space and security.
• Liaises with Facilities & Operations on behalf of the unit.
• Ensures signage is current and accurate for the RO.
• Processes and manages OneCard after-hours access.
• Communicates relevant facilities and operations information to ensure all staff are informed of activities that may affect them.
• Plans office moves for staff, arranging for interim locations if required. Ensure offices and workstations are clean and ready for new occupants.
• Arranges for ergonomic assessments when required and ensures equipment and peripheral recommendations are implemented.

Qualifications

• Diploma in Business Administration or Management.
• Two to three years of progressive experience in a university setting preferred; knowledge of University of Alberta policies and procedures an asset.
• Excellent computer skills including proficiency in use of database, spreadsheet, and word processing software.
• Demonstrated proficiency with PeopleSoft, SupplyNET, Microsoft Office, and Google applications preferred.
• Demonstrated ability to work collaboratively in teams, and independently.
• Demonstrated communication skills with all stakeholders from a variety of cultural backgrounds.
• Demonstrated ability to balance time and workload management with strict policy, procedure, and confidentiality.

How to Apply