Executive Assistant

1 month ago

Edmonton, Canada University of Alberta Full time

**ALES Dean's Office General**:

- Competition No.

**S100350992D1**
- Posting Date

**Jun 07, 2023**
- Closing Date

**Jun 14, 2023**
- Hourly Rate

**$25.94 - $35.02**
- Grade

**07**
- Hours

**40**

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

This position has an end date of April 30, 2024.

**Location**

Work primarily takes place at North Campus Edmonton. This role is in-person.

**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.

**Working for the Department/Faculty**

The Faculty of Agricultural, Life and Environmental Sciences is seeking an experienced Executive Assistant to support the Departments of Resource Economics and Environmental Sociology (RESS), Human Ecology (HECOL) and Renewable Resources (RENR).

These departments provide a wide breadth of integrated research and teaching programs. Resource Economics and Environmental Sociology (REES) includes research and teaching related to the fields of Environmental and Resource Economics, Economics of Agriculture Food & Agribusiness, Environmental and Resource Sociology, and International Development. With a focus on enhancing people's everyday environments, Human Ecology has programs and research in Aging; Children, Youth &Families, Material Culture, and Textile and Apparel Science. While Renewable Resources research and teachings are related to the fields of Agriculture and the Environment, Conservation Biology, Environmental Soil Science, Forest Ecology and Management, and Reclamation and Restoration of Land and Water.

**Position**

**Duties**
- Manages department office reception, serving as the first point of contact and liaison for Chair(s); responding to Department inquiries and determining an appropriate course of action.
- Maintains an annual calendar of Chair’s activities, prompting Chair(s) to initiate action with appropriate lead time, including strategic blocking of time for critical activities.
- Proactively establishes meeting schedules, prepares agendas, compiles relevant background documents, invites guests (as required) and takes minutes at Department Council meetings and other departmental meetings and ensures appropriate follow up on action items.
- Coordinates travel arrangements for Chair(s) and department guests (e.g. visiting speakers) - air fare, hotel, rental car, meeting registrations, expense claim and credit card paperwork.
- Provides administrative support to department committees and Director (e.g., Chair’s team)
- Prepares confidential material for the FEC and ATSEC, arranges meetings for faculty members with the Chair, prepares and submits the Chair's final recommendations, ensuring all documentation is received by FEC
- Provides administrative assistance in the hiring process of new academics.
- Manages with Adjunct Professor appointment and renewal processes
- Maintains the department's document archives and filing systems in accordance with FOIP and University policies
- Provides additional support for facility arrangements including office equipment and supplies, and the coordination of office moves and renovations
- Takes on specific administrative projects as required, including compiling reports (e.g., for program accreditation), preparing itineraries and department materials for external guests and coordinating department events

**Minimum Qualifications**
- Minimum Grade 12 education, supplemented by business/office administration training and 5 years or more years of Executive Assistance experience
- Direct University of Alberta employment experience, including course/academic programs, PeopleSoft platforms (HCM, Financials, Campus Solutions), Concur and SupplyNet

**Preferred Qualifications**
- Knowledge of University policies and procedures is an asset
- High level of tact and discretion; ability to maintain confidentiality
- Excellent customer service, public relations, and organizational skills; capable of representing the department on behalf of the Chair(s) and ADM
- Working knowledge of office equipment, including copier/printer, multi-line telephone, scann

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