Administration Support Specialist

3 weeks ago

Edmonton, Canada Graduate Students' Association at the University of Alberta Full time

Administrative Support Specialist (Will remain open until filled)

The Graduate Students’ Association (GSA) is established under the province's Post-Secondary Learning Act (PSLA) as a corporate entity separate from the University of Alberta (UofA).

**Key areas of responsibility include, but are not limited to**:
**1> Scheduling DEOs and the Administrative/Professional Team**:The Administrative Support Specialist manages the schedules of all DEOs and the Administrative/Professional team. This includes liaising with GSA committee members, University administration, University governance (the Board of Governors, GFC, and FGSR), the Senate, Alumni Council, the other four associations, and other University units.

**3) Information Access and Management**: The Administrative Support Specialist ensures that all incoming materials related to initiatives and committees are filed electronically, printed, labeled, and appropriately routed (including contacting DEOs and delegates to advise them that committee meeting materials are ready for review).

**4) Board and Council Secretary**: The Administrative Support Specialist will provide support for the GSA Board and Council which includes preparing agendas, coordinating with the ED to schedule meeting guests, preparing supplemental materials, taking/distributing meeting minutes, drafting the monthly Council Summary, and organizing refreshments for meetings as needed.
- **Office Administration**_
- Order office supplies and ensure cleanliness of office and kitchen area
- Manage mail and correspondence for the office
- Assist with GSA holiday cards
- Provide support for other functions such as website maintenance, public relations, orientations, events, and elections
- Assists with training new staff members in first contact support, office operations and etiquette, and GSA protocol
- Research topics as needed to answer inquiries and keep inquiry statistics
- Submit tickets for office and building repairs or maintenance

**Qualifications**:
Education/Qualifications/Experience/Knowledge/Skills/Abilities Required for the Position (minimum education

requirements; minimum related experience):

- Minimum 1-2 years post-secondary qualifications, a diploma or Bachelors preferred or related experience essential
- Experience in a post-secondary environment is necessary
- Proven ability to provide quality customer service
- Demonstrated critical thinking and problem-solving skills
- Strong computer skills and experience with Microsoft Word, Excel, PowerPoint, Gmail, Google Forms, and Google

Calendaring
- Ability to work in a fast-paced and demanding environment
- Ability to work independently with multiple priorities and demands
- Ability to work some evenings as needed
- Excellent communication (oral and written), editing, and interpersonal skills
- Ability to adapt communications to a wide range of offices, groups, and individuals, internal and external to the

University
- Exceptional organizational and time management skills with the ability to multitask and handle multiple deadlines
- Proven administrative experience an asset

Compensation and Benefits:

- In accordance with the NASA-GSA collective agreement that governs the GSA’s staff, this position is at a Grade 6,

Step 2, with a starting salary of $30.20/hour
- 10 working days of paid vacation per year
- GSA Health and Dental Plan coverage with the option to enroll partners and dependents
- Enrolment in the Graduate Student Assistance Program, an employee assistance program
- Various leave provisions
- Annual access to the professional development fund
- Benefit compensation (8% of salary) and RRSP payments (11% of salary) for contribution to staff members’ own

plans

**Application Process**

If you are looking for a rewarding career in an exciting and fast paced environment, then we invite you to submit your cover letter, resume, and salary expectations, in confidence.
- The GSA is an equal opportunity employer and we thank all applicants for submitting their resume. _

**Job Types**: Full-time, Permanent

**Salary**: $58,000.00-$60,000.00 per year

**Benefits**:

- Dental care
- Employee assistance program
- Extended health care
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Edmonton, AB: reliably commute or be willing to relocate with an employer-provided relocation package (required)

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- Administrative: 3 years (preferred)

Work Location: In person

Application deadline: 2023-09-11

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