Administrative Assistant Ii

4 months ago

Lethbridge, Canada University of Lethbridge Full time

**Job Title**
- Administrative Assistant II (Field Experiences)

**About the University**

**It’s your time to shine**
Work where the world comes to create, discover and learn.

We are one of Canada’s top universities and leading research institutions. With more than 8,000 undergraduate and graduate students, two campuses (Lethbridge and Calgary), seven faculties and schools, and more than 2,500 employees, ULethbridge is Lethbridge’s second largest employer. Faculty and staff come together to contribute, each in their own way, to establishing ULethbridge as Canada’s destination university. In 2022, Lethbridge was recognized as one of Canada’s top small cities.

**Position Details**
- Reporting to the Assistant Dean of Field Experiences, the Administrative Assistant will:
- Create/monitor practicum listservs; manange aspects of practicum placement records, reports, and databases; assist Program Specialist with organization of Practicum Professional Semesters I, II, III.
- Organize/monitor Education 2500 placements and assist Program Specialist with placements for other Professional Semesters; assist with committee work associated with the Field Experience office; liaise with the Alberta Teachers’ Association (ATA) local and provincial representatives, school district superintendents, principals, and teachers.
- Provide Assistant Dean with background information/statistics/ for placements for various meetings; record/evaluate/review policies and procedures under the direction of the Assistant Dean; advise/communicate with students and faculty regarding placement procedures, issues, and concerns; provide initial consultation and direction regarding information on Out of Zone placements; manage Assistant Dean’s schedule, correspondence and supporting materials, drafting and preparing written correspondence on behalf of Assistant Dean; coordination of issues and deadlines.
- Coordinates, collects and files electronically all practicum evaluation forms; provides assistance to others in this process as needed.
- Collaborates with Student Program Services with orientation events and documentation distribution to students.
- Assists in the planning and coordination with the ATA of Lethbridge and Area Field Experience Committee (LAFEC) (room bookings, lunch order). Organizes Teacher Education Advisory Committee (TEAC) meetings throughout the year including; prepare agendas, take minutes, and assist with membership fees as required for TEAC.
- Makes/Coordinates/Monitors Education 2500 placements in fall, spring, and summer.
- Recruits, updates lists, communicates and organizes billet placements for students.
- Keep car pool website updated.
- Processes continuation fees for students; process and verify student expense claims and billet claims under the direction of the Financial Officer; process and verify on-line Faculty expense claims under the direction of the Financial Officer; record/track/ practical numbers for Professional Semesters.
- Coordinate various meetings; organize/plan/prepare practicum orientation meetings and materials; assist Professional Semester Coordinators with planning, calendar creation, and scheduling of Professional Semesters; arrange Gallery visits, In-School Observations.
- Coordinates with school divisions Field Experience Assistant Dean meetings.

The University of Lethbridge is undertaking a job classification review for Alberta Union of Provincial Employees (AUPE) positions. As such, the classification level currently assigned for this position may be adjusted as a result of this project.**Position Qualifications**- At minimum, a college diploma in Business Administration or a related area, and a minimum of four years related experience;
- Exceptional communication (written and verbal), interpersonal and problem-solving skills; maintains effective communication and professional service to our clients, mainly the education sector, externally, and within the university community;
- Is a highly organized individual who is able to maintain multiple tasks simultaneously and be flexible to changing needs of Field Experiences;
- Accuracy and attention to detail;
- Superior technical ability (Microsoft Office Suite, Banner, DocuSign, databases, and electronic file system, etc.) and motivation to proactively seek efficiencies in processes and technologies;
- Knowledge of DRUPAL and post-secondary environments would be an asset.

**Starting Salary Range (at 1.0 FTE)**
- $4,576.00 - $5,114.00 monthly

**Full Salary Range (at 1.0 FTE)**
- $4,576.00 - $5,652.00 monthly (AUPE - Grade 9)

**Campus**
- Lethbridge

**Employment Group**
- AUPE

**Position Category**
- Other

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