Administrative Assistant

2 weeks ago

Edmonton, Canada University of Alberta Full time

**Provost & VP Academic Admin**:

- Competition No.

**S100351731**
- Posting Date

**Aug 25, 2023**
- Closing Date

**Sep 08, 2023**
- Position Type

**Full Time - Operating Funded**
- Salary Range

**$47,918 to $64,697 per year**
- Grade

**07**
- Hours

**35**

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

This posting will be used to fill one regular continuing position, offering a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

**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**

The Online Learning & Continuing Education team is a newly formed strategic division that is leading the development of online and digital learning, along with delivering market-driven continuing education programming at the University of Alberta. The Online Learning & Continuing Education division partners closely with University Colleges and Faculties to support and enable their growth strategies through purpose-built online credit programs as well as non-credit Continuing Education offerings. The vision for online learning at the U of A is to boldly become a global market leader in online post-secondary education - rooted in innovative digital pedagogies, world-class faculty, exceptional design, and a championed student experience.

The Online Learning & Continuing Education division collaborates closely with other University of Alberta faculties and educational institutions, community and professional associations, business organizations, and public agencies. It promotes responsive community-university engagement through a wide range of innovative learning opportunities and citizenship activities.

**Position Summary**

The Administrative Assistant will be actively engaged with the Online Learning & Continuing Education team - a team that is committed to its business objectives and achieving its goals, through innovative practices, agile approaches, and operating within a culture of care.

Reporting to the AVP, Online Learning and Continuing Education, this position provides specialized administrative support to ensure efficiency within the executive office and to manage the operational needs of the department.

**Duties**

Communications:

- Screens, directs, and processes phone, electronic and in person queries.
- Manages correspondence and ensures queries are properly directed and followed through.
- Prepares briefing materials for meetings and committees.
- Proofreads and reformats documents.

Operations:

- Manages the calendar of the Associate Vice President. Makes decisions on priorities based on own understanding of the areas and emergent issues.
- Creates and maintains spreadsheets and/or databases. Prepares standard and ad-hoc reports for the area. Designs and develops customized reports for specific needs.
- Maintains area records. Establishes, maintains, or updates files.
- Sends out surveys or information requests. Compiles submissions for review.
- Organizes meetings on behalf of the Associate Vice President.
- Provides administrative support for standing and special meetings. Schedules rooms & organizes equipment. Coordinates documents and agendas. Anticipates and prepares supporting materials. Distributes meeting minutes.
- Troubleshoots photocopier & phone issues; maintains adequate levels of supplies for machines, including shredding services.
- Maintains the inventory of office equipment and supplies.

Financial Process Coordination/Initiation:

- Initiates purchase requisitions, purchase orders and invoices through SupplyNet. Initiates vendor payments.
- Requests credit cards for new staff through the Staff Service Centre as required. Performs credit card verifications and reconciliations.
- Initiates travel and expense claims for leadership when required.
- Reviews individual transactions and supporting documentation for accuracy, compliance to policy and appropriate authorizations.
- Provides guidance and assists users with the initiation of routine financial transactions. Escalates issues to the S

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