Administrative Assistant

1 week ago

Edmonton, Alberta, Canada Concordia University of Edmonton Full time

Concordia University of Edmonton (CUE) is a community of learning grounded in scholarship and academic freedom, preparing students to be independent thinkers, ethical leaders and citizens for the common good.

CUE is committed to fostering a diverse, equitable, and inclusive environment for work, study, and living. We actively promote dignity for all, rejecting action and language that are harmful to mutual respect.

CUE is situated on the banks of the North Saskatchewan River in Edmonton's historic Highlands neighborhood. Supporting a student body of over 3,000, we are known for our small class sizes and excellence in teaching.

These features, and our diverse student population, provide an excellent opportunity for engaging with students in a sustained and nurturing way unique within the Canadian university system.

CUE is also an institution that values research in the sciences, social sciences, humanities and management.

Key Responsibilities

  • Serve as a primary point of contact and liaison for the Dean of Science Office and the Dean of Graduate Studies Office including inquiries from students, faculty, internal and external members of the Concordia University of Edmonton community, all while exercising judgement on how best to respond, maintaining a high level of confidentiality, and always representing the Deans' Offices professionally.
  • Schedule and coordinate the Dean of Science and the Dean of Graduate Studies appointments and/or travel arrangements, and coordinate and oversee daily office activities.
  • Review and reconcile monthly budget items as requested including corporate card reconciliation, expense claims and other financial tracking as required by the Dean(s).
  • Gather, accurately enter, and/or update data to maintain departmental records and databases; establish and maintain files and records for the offices.
  • Distribute and collect all Science and Graduate Studies syllabi, ensuring University records are kept up to date and complete.
  • Collect the Faculty of Science final exams ensuring the University records are kept uptodate and complete.
  • Gather, accurately enter, and maintain information in the contract system for instructor and student contracts.
  • Assist the Dean, Graduate Studies with matters related to the Graduate Students Association (GSA).
  • Serve as secretary to the faculty councils and other related committees for the Dean of Science and the and Dean of Graduate Studies Offices and/or as requested by the Manager, Academic Administration. This includes administrative support such as calendar scheduling, creating meeting agendas, taking and distributing meeting minutes, and followingup on any necessary matters arising from the meetings.
  • Coordinate administrative activities associated with academic affairs, such as assisting the Deans in preparing faculty teaching assignments, course schedules, faculty reviews, and other reports as requested.
  • Distribute and review the faculty course evaluations as instructed by the Dean(s)
  • Coordinate appointments, group meetings, interviews, and events including making room reservations, preparing the necessary materials and arranging for catering and travel as required.
  • Assist the Dean of Science, Dean of Graduate Studies with ongoing projects to enhance policies, processes and procedures.
  • Consistently offer professional, friendly, and engaging client service.
  • Perform miscellaneous jobrelated duties and provide support as assigned.

Requirements:

  • Minimum of five years' administrative experience in addition to a bachelor's degree; experience in academia is considered an asset.
  • Intermediate proficiency in Google Suite and MS Office (specifically, Word & Excel) is required with an aptitude to learn other software.
  • Ability to communicate clearly in both written and verbal form with a strong attention to detail, grammar, and spelling.
  • Experienced in working with competing deadlines and a large degree of independence.
  • Be able to manage a large workload and demonstrate strong organizational skills.
  • Effective problem solving and troubleshooting skills; consistently maintaining a high level of professionalism and confidentiality.
  • Effective time and task management skills are essential.
  • Demonstrated professionalism and sound judgement.
  • Effectively balance the needs and tasks of the Dean of Science.
  • Ability to be flexible to support the timelines and deliverables of team members.
  • Demonstrated ability to be a team player.

Closing Date:
Application review will commence on
May 20, 2024 and will continue until the position is filled.

To apply, please submit a cover letter and resume as one PDF and save and title it with your first and last name

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