Administrative Coordinator

18 hours ago

Lethbridge, Alberta, Canada University of Lethbridge Full time
Job Summary

The University of Lethbridge is seeking a highly skilled and organized Administrative Assistant I to join our team. This role will provide administrative support to the Director of the Prentice Institute, ensuring the smooth operation of the office and contributing to the success of the Institute.

Key Responsibilities
  • Manage the Director's calendar, scheduling appointments and meetings, and ensuring timely and effective use of their time.
  • Oversee and prepare all incoming and outgoing communications, including emails, reports, and internal correspondence.
  • Appropriately manage files, both physical and digital, of important documents, such as reports, meeting notes, and emails.
  • Act as the gatekeeper of the Director's time, ensuring that they are scheduled to make the most effective use of their time.
  • Conduct research and create reports on various topics based on the needs of the Director.
  • Plan and organize events, such as meetings, open houses, and conferences.
  • Maintain a high degree of discretion and confidentiality.
  • Support and/or develop agendas and take meeting notes, as required.
  • Research data to prepare documents for review and presentation, as needed.
  • Draft and edit letters, forms, and other written material, as required.
  • Assist with the development and maintenance of internal and external communications and communications lists.
  • Procure and purchase goods and services.
  • Assist with managing the processing of expenses.
Requirements
  • Excellent communication and interpersonal skills.
  • Proficiency in using the Microsoft suite of products, including Outlook, Calendar, Teams, SharePoint, and Office.
  • Computer literacy, with the ability to learn and use a variety of programs and tools.
  • Ability to navigate University protocols and governance, including the ability to quickly understand and interpret policies and procedures.
  • Exceptional word processing, proof-reading, and editing skills.
  • Ability to work in a fast-paced office environment, with the ability to multi-task and work under tight deadlines.
  • Excellent organizational and time management skills.
  • Experience with project management software.
  • Experience working within academia or larger institutions or organizations is an asset.

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