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Administrative Assistant, Event

2 weeks ago

Lethbridge, Canada University of Lethbridge Full time

**Job Title**
- Administrative Assistant, Event & Engagement Systems (Casual)

**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**

Key Responsibilities:

- Develop an automated event management system or optimize current systems including reminders for critical tasks (such as venue and catering bookings), and automate event-related processes (sending invitations, pre-event reminders, QR code check-in, and collecting post-event feedback).
- Streamline and automate key processes across various systems, starting with the internal student management system (MyExperience). Explore system capabilities to identify optimizations and automation; recommend alternative tools (e.g., Airtable) to enhance efficiency, integrate systems and improve workflow.
- Consolidate data from multiple sources to create automated systems that track metrics, monitor student progress, generate gamified leaderboards, and reduce reliance on manual data entry. Ideal end goal is a gamified tracking and point system with automated weekly leaderboard updates, sending reminders for upcoming challenges, and notifying participants of earned badges or prizes to boost engagement.

Hourly: $21.44/hour

**Dhillon School of Business**

**Position Qualifications**
- Digital Literacy & Software Proficiency: Strong ability to quickly learn and use a variety of software, with experience in platforms like Airtable, and Microsoft Office Suite (Outlook, Calendar, Teams, SharePoint, Office).
- Automation & Workflow Optimization: Familiarity with automation tools and the ability to streamline processes by integrating data from various sources (CSV, databases) and automating systems.
- Business Process Analysis: Including organizing, interpreting, and leveraging data to improve workflows, optimize processes, and support informed decision-making. Data Management & Analysis: Proficient in consolidating and analyzing data using tools like Excel, with the ability to track metrics and monitor progress.
- Knowledge of relational databases: Including how to structure, query, and manage data efficiently to support automation and workflow optimization
- Event Management & Tools: Familiarity with event management platforms (e.g., Eventbrite, Google Calendar) and the ability to automate event-related tasks.
- Creativity & Innovation: Ability to think creatively and propose new processes for automating workflows, enhancing efficiency, and improving event experiences.
- Problem Solving: Strong analytical skills to identify challenges in workflows, propose solutions, and streamline processes for improved outcomes.
- Collaboration & Teamwork: Ability to work effectively with cross-functional teams to achieve the shared goal of optimizing workflows and automation.
- Problem Solving and Critical Thinking: Ability to analyze workflows, identify inefficiencies, and suggest actionable improvements to optimize processes and automation.
- Project Management: Basic knowledge of project management principles, including the ability to handle multiple tasks, track progress, and implement streamlined event processing using automation tools.
- Communication: Strong communication skills to receive and understand information from various systems, document workflows, and explain technical concepts to others in the team. Capable of conveying new ideas for improving processes and engaging in collaborative problem-solving.

**Application Process**

**Starting Salary Range (at 1.0 FTE)**
- Hiring Range indicated in Position Details

**Full Salary Range (at 1.0 FTE)**

**Campus**

**Employment Group**

**Position Category