Executive Assistant/Office Coordinator - Jobs in Edmonton, AB

Job Description

ALES AFNS GeneralCompetition No. - S108146805Posting Date - Nov 30, 2021Closing Date - Dec 07, 2021Position Type - Full Time - Operating FundedSalary Range - $46,627 to $62,954 per yearGrade - 07Hours - 35This competition is open to all applicants, however, internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates.This position has an initial term of 2 years from the date of hire with the possibility of extension and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.Reporting to the Academic Department Manager, the Executive Assistant/Office Coordinator position plays a key role in providing comprehensive support to the Chair, the Departments Executive Team as well as coordinating activities with the Faculty office, Central and with key external partners. The Executive Assistant/Office Coordinator manages the Department Office reception, responds to inquiries, and provides a full range of administrative support activities to the Chair that includes planning the Chairs schedule, organizing relevant meeting material, and daily briefing of upcoming events and meetings. The incumbent also provides administrative support to the recruitment of Academic Staff, Faculty Evaluation, Faculty Promotion, and other Academic staff administration. The Incumbent coordinates and facilitates activities to ensure clear and effective communication channels are maintained throughout the Department. They also independently refer items to ensure that the ADM and other Executive Members (incl. Associate Chairs and Division Directors) are kept informed of major initiatives and activities in order that they can effectively perform their responsibilities. The Executive Assistant/Office Coordinator works very independently and requires excellent judgment, initiative and an ability to work under challenging time constraints and varied priorities and demands. In all activities, the EA is expected to adhere to FOIPP and other University policies and procedures.Duties

• Provide administrative support to the Chair, Associate Chairs, and Academic Department Manager
• Manage the department office reception serving as the first point of contact and liaison for the Chair; responding to Department inquiries and determining an appropriate course of action, and managing mail and office supplies
• Develops department operating procedures and practices for the central office
• Maintains and distributes the departmental telephone and email lists.
• In collaboration with the ADM, oversees facility arrangements including office assignment, ordering of furnishings, office equipment and supplies, and the coordination of office moves and renovations
• Manages the physical resources of the department including conference room and audiovisual equipment booking, installations, cancellations and transfer of telephone lines and monitoring of office equipment (e.g. audiovisual)
• Manages the inventory, distribution, organization, security and control of department keys, for all Department space including coordination of swipe card access for all department buildings
• Manages the Chair Calendar, schedules meetings and other events and books required rooms, catering, and technology or other equipment; prepares agendas, takes minutes and ensures follow-through on action items for committees
• Ensures the Chair is fully briefed and prepared for upcoming meetings
• Prepares confidential material for the FEC and ATSEC, arranges meetings for faculty members with the Chair, prepares and submits Chairs final recommendations, ensuring all documentation is received by FEC
• Assists with Adjunct appointment and renewal process, and similar academic personnel forms & paperwork
• Provide administrative support to Department committee (e.g. Chair’s team) including preparing agenda, minutes
• Maintains the departments archives and filing systems in accordance with FOIPP and University policies
• Prepares, review and edits a wide variety of Department materials, including complex and confidential correspondence and documents, communication material, reports, statistics, and tables.
• Takes on specific administrative projects as required including compiling reports (e.g. for program accreditation), preparing itinerary and department material for site visits and workshops, and coordinating Department events

Qualifications

• Minimum Grade 12 education, supplemented by business/office administration training and 5 years or more years of experience
• Strong computer proficiency in a Windows environment: Microsoft Office including Word, Excel, and Access; MS Outlook; Internet Explorer. Additional applications used in this position include Powerpoint, scanning software, use of Google Mail, and Calendaring
• Direct University of Alberta employment experience, including course/academic program experience and experience with Universitys Administrative Information Systems including PeopleSoft (incl. HCM, Financials and Campus Solutions), TEMS (Telecom Expense Management System)
• Knowledge of University policies and procedures is an asset
• High level of tact and discretion; ability to maintain confidentiality
• Familiar with Concur travel booking system
• Excellent customer service, public relations, and organizational skills; capable of representing the department on behalf of the Chair and Academic Department Manager
• Knowledge of office equipment: fax machine, photocopier, laser printer, multi-line telephones, scanner and audiovisual equipment

COVID-19 Vaccination: Proof of full vaccination against COVID-19 in compliance with the University’s COVID-19 Vaccination Directive. Fully Vaccinated means a status an individual achieves 14 days after having received the recommended number of doses of a COVID-19 vaccine approved by Health Canada or the World Health Organization, and requires the individual to maintain the recommended number and type of vaccine doses as updated and required by Health Canada thereafter.How to ApplyNote: Online applications are accepted until midnight Mountain Standard Time of the closing date.We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.Quick Apply

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