Administrative Assistant

**Department** Faculty of Medicine & Dentistry - Alberta Diabetes Research Institute

**Hourly rate** $25.66 to $34.36

**Hours per week** 35

**Grade** 6

**Posted date**

**Closing date** July 25, 2025

**Position Type** Full Time - Trust Funded

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

This position has an end date of 12 months from the date of hire.

Location - This role is in-person at North Campus Edmonton.

**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 Alberta Diabetes Institute**

The Alberta Diabetes Institute (ADI) is Canada's largest free-standing facility dedicated to diabetes research, encompassing 25,000 square meters of space that includes wet and dry research labs, core services, a clinical research unit and other shared resources. The Institute brings together the University's outstanding collection of diabetes researchers from multiple faculties and schools into a collaborative, multidisciplinary group. The ADI takes an active role in program development, funding initiatives and external relations with the aim of translating innovation towards meaningful health care solutions. Fifty-seven full-time faculty and nearly 200 trainees from 7 different faculties and schools at the University belong to the ADI.

**Position Summary**

The Administrative Assistant (AA) will provide on-site support for the Director of Operations (DOO) and the Institute Director for the operation of the Alberta Diabetes Institute and delivery of related programs and events.

The AA will be the first point of contact for general inquiries from the public, from within the University, and from ADI members. They will respond to facility-related issues in the building and will ensure preventative maintenance agreements are in place for shared equipment. They will help assist students and staff with access cards/keys and will assist with workspace assignments when necessary.

The ADI is generously supported by numerous donors and the AA will work with the DOO to develop databases for spending plans and reporting. They will be responsible for organizing grant and scholarship competitions held by the ADI and will collect progress reports from award recipients. The AA will process monthly financial transactions (e.g., submit invoices, journal entries, credit card statements) and will reconcile about 15 accounts. The AA will make regular updates to ADI's website (using contract services where necessary) and social media platforms, and will communicate to ADI members with weekly newsletters.

The ADI is highly active in its role of developing programs, projects and collaborations that help its members, and the AA will play an important role in the coordination and tracking of these activities. They will also oversee the planning of ADI's committee meetings, annual research day, weekly seminars and other special events.

**Duties**

General Administration
- Responds to general inquiries; drafts general correspondences; coordinates workspace assignment; filing; coordinating access cards/keys; responds to facility issues and oversees equipment maintenance agreements; liaises with central services; helps coordinate program delivery

Financials
- Processes monthly financial transactions; develops spending plans on Excel; basic book-keeping and reconciling for about 15 accounts

Communications
- Website and social media updates; sending notices and weekly newsletter to members

Events
- Planning of regular seminars, annual research day and special events

**Minimum Qualifications**
- High School Diploma
- 3-5 years experience in an administrative assistant role, preferably at a post-secondary institution
- Proficiency in Microsoft Office Suite, Google Suite; file management systems
- Ability to prioritize, multi-task and meet deadlines
- Excellent communication (oral and written), interpersonal and organizational skills

**Preferred Qualifications**
- Working experience with the policies, practices and resources at the University of Alberta
- High attention to detail

We thank all applicants for their interest; however, only those individuals selected for an interview will be con