Administrator, Holodomor Research and Education

2 months ago

Edmonton, Canada University of Alberta Full time

**Department** Canadian Institute of Ukrainian Studies

**Salary range** $44,016.45 to $58,952.54

**Hours per week** 35

**Grade** 6

**Posted date** September 23, 2024

**Closing date** October 7, 2024

**Position Type** Full Time - Trust Funded

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

This position has a term length of one year plus a day and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

**Location - Work primarily takes place at the Canadian Institute of Ukrainian Studies, Toronto, Ontario.**

**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 Department**

**Position**

The position will be responsible for day-to-day management of the HREC office and support to the HREC program (80 percent); and provide administrative support to the CIUS Toronto office (20 percent).

**Duties**

**HREC Program Operations**
- Creates and maintains spreadsheets and databases for competitions (grants, Conquest Prize, Post Doc). Prepares standard and develops customized reports as necessary, as directed by the Executive Director of HREC.
- Maintains and manages records, contracts, subscriptions, association memberships, payments, and credit card reconciliations.
- Organizes meetings, conferences, seminars and special events on behalf of HREC, including virtual meetings. Produces communications with those involved in these meetings and ensures relevant payments are made.
- Coordinates arrangements for HREC/CIUS-related travel.
- Provides administrative support for standing and special meetings. Prepares documents and agendas as directed. Anticipates and prepares supporting materials. Distribute meeting minutes.
- Coordinates events, including the Annual Ukrainian Famine Lecture, and visiting scholars' lectures.
- Supports visiting scholars as needed, including arranging accommodations, workspace, and compensation.
- Serves as recording secretary to committees, including the Grants Committee.
- Manages procurement of office equipment and supplies.
- Prepares documents for hiring/engaging vendors and contractors, including translators, editors, proofreaders, designers and liaises with them as necessary to ensure smooth workflow and payment.
- Organizes competitions, including Research Grants Competition, Post-Doctoral Fellowship, and Conquest Prize, including updating award information and publicizing, communicating with adjudication committee, producing reports, and ensuring payments.

**Administrative and Communications Support**
- Acts as the first point of contact for HREC and responds to inquiries about the HREC program.
- Screens, directs, and processes phone, electronic, and in-person queries.
- Maintains/updates websites, newsletters, and social media. Creates new web pages when required.
- Develops and maintains contact lists for information distribution.
- Organizes archival, research, and office materials as well as materials for publications.

**Document/Materials Development**
- Proofreads and reformats documents.
- Assists with the development, design, and production of publications in accordance with established Faculty/ College/ University policies/procedures.

**Facilities/Security**
- Assists with the allocation of space and security.
- Liaises with lessors for HREC and CIUS and Facilities and Operations on behalf of HREC.
- Ensures signage is current and accurate for the area; arranges for mounting/display of items, and monitors the ongoing condition of displays.
- Processes and manages access to the building and keeps track of who has authorization/keys.
- Communicates relevant facilities and operations information to ensure all area staff are informed of activities that may affect them.
- Plans office moves for staff, arranging for interim locations if required. Ensure offices and workstations are clean and ready for new occupants.

**Qualifications**
- Relevant Bachelor's degree; equivalent combinations of education and experience may be considered.
- Basic proficiency in the Ukrainian language.
- 3 years of administrative support experience (equivalencies will be considered on the basis of 1 year of e

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