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Executive Assistant

4 months ago

Edmonton, Canada University of Alberta Full time

**Department** GPS Faculty of Graduate & Postdoctoral Studies

**Salary range** $54,764.33 to $73,940.15

**Hours per week** 40

**Grade** 7

**Posted date** September 16, 2024

**Closing date** September 30, 2024

**Position Type** Full Time - Operating Funded

**Description**:
**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 at 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 FirstPeoples of Canada, whose presence continues to enrich our vibrant community._

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

**Working for the Faculty**

The Faculty of Graduate & Postdoctoral Studies (GPS) provides key support for graduate education and graduate students at the University of Alberta. With central responsibility and oversight for the administration of the UofA's graduate programs, the Faculty oversees student programs for over 8,600 graduate students in 74 academic units, plus assistance for about 500 postdocs.

The Faculty's role is to:

- Provide leadership in graduate education, working in creative partnership with Colleges, Faculties, and Departments;
- Ensure that high standards of scholarship are maintained;
- Provide an exceptional graduate student experience through strategic initiatives in areas including targeted programming for both students and supervisors, internship placements and other professional development opportunities, and support for graduate student mental health and wellness; and,
- Administer over $28 million in scholarships and awards every year.

**Position**

The executive assistant supports GPS’s four Associate Deans and acts as a backup to the Strategic Initiatives Officer as related to their executive coordination duties. The role is essential to meeting graduate student and postdoctoral fellow needs, as it supports GPS’s Associate Deans, who are responsible for counselling and advising graduate students on their programs and guiding them through challenges. As the Associate Deans substantially contribute to graduate education initiatives, this role will support those functions as well. Since this role often deals with sensitive student cases, projects, work in progress, and private information, a high level of discretion and judgment is required.

**Duties**

Support for GPS Associate Deans (ADs)
- Calendaring and Schedule Management, including Department Chair Searches and ProDean cases.
- Triages the Associate Dean's confidential inbox and books appointments for ADs with students. These are often confidential and sensitive issues or situations that require a high degree of professionalism and discretion. Prepares student files for meetings, and keeps accurate records of student interactions.
- Anticipates, and prepares meeting documents, support materials, briefing notes, and agendas for meetings in advance; supports the preparation and readiness of the ADs, including taking notes/minutes as required.
- Takes the initiative to provide a high level of support for the 4 GPS Associate Deans and their portfolios and projects, in line with the strategic priorities of the faculty.
- Assists ADs with booking travel and processing expense claims.

Meeting Support and Event Planning
- Supports Faculty events, serving as administration and logistics support, and assisting with the setup and executive of events.

GPS General Office Support
- Provides backup support for the Central Graduate Advisors to ensure coverage, and maintains a high level of service.
- Triages student and postdoctoral fellow inquiries and requests to the applicable units within GPS (including Admissions, Program Progression, Professional Development, Awards, and Fees), and to various campus partners, as applicable.
- Provides executive coordination backup support for the Dean and Vice-Dean when necessary.
- Serves as the first and main point of contact for students and departments during a GPS Academic Appeal and coordinates the complete process, ensuring processes and procedures are followed.
- With IST, coordination of the evergreening process for the faculty.
- Orders and sets up computer equipment; and assists with troubleshooting.
- Orders and maintai