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

This position has a term length of 5 months from the date of hire.

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.

Department Summary

The University of Alberta is home to North America’s only freestanding Faculty of Rehabilitation Medicine. We provide academic training in Rehabilitation Science, Physical Therapy, Occupational Therapy and Speech-Language Pathology. Our researchers lead their field in areas such as spinal cord injury, mental health, robotics, language development, and the impacts of COVID-19

Position Summary

The Faculty Administrative Assistant is the central reception point for the Faculty of Rehabilitation Medicine and provides general administrative assistance to the Dean’s office and all Departments within the Faculty

Duties

Communications

• Answers phones for the area, redirecting calls or taking messages for the appropriate staff member.
• Greets visitors to the area and routes them to the appropriate area.
• Updates web pages and uploads new content.
• Disseminates routine communications to students and/or faculty such as memos, notices, emails and letters.
• Manages the Rehabilitation Medicine Information emails.

Document/Materials Development

• Performs word processing and data entry for the area.
• Prepares and types letters, emails and other area related correspondence.
• Prepares packages and resources as requested for distribution to stakeholders and the general public.

Area Operations

• Maintains files and filing systems.
• Troubleshoots photocopier and phone issues, organizes service calls as required and maintains adequate levels of supplies for machines, including shredding services.
• Schedules and coordinates meetings, events and activities including scheduling rooms, organizing equipment, ordering catering and assembling materials.
• Assists with routine travel arrangements.
• Maintains inventory of office equipment and supplies.
• Sorts and distributes mail; arranges mail slots for new staff; schedules courier service, as required.
• Serves as recording secretary to area/program Committees as needed.

Facilities/Security

• Coordinates card access and door access.
• Maintains key inventory and processes key deposits, revenues, returns and refunds.
• Sets up office space for new staff.
• Assists with office relocations and reconfigurations.
• Books meeting room space.
• Posts notifications and event signage.
• Prepares TEMs phone requests and work orders for facility maintenance/renovations.
• Maintains equipment loan and offsite equipment inventories.
• Provide on-site furniture and facilities support for events.
• Coordinates, identifies and collects surplus lab and office equipment and ensures surplus equipment is correctly labelled and packaged, and all necessary forms are completed.
• Stores excess lab equipment and furniture for future use.

Qualifications

• High school diploma
• Excellent computer skills including proficiency in use of database, spreadsheet and word processing software
• Excellent communication skills and ability to interact effectively with staff, students, faculty members, and the general public
• Sound judgment to escalate issues as appropriate
• Demonstrated proficiency in the following behavioural competencies: Team Work; Adaptability; Attention to Detail; and Communication
• Able to manage and prioritize diverse responsibilities
• Administrative experience in a Post-Secondary environment is considered an asset

How to Apply