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Administrative Assistant, Office of the Dean

2 weeks ago

Edmonton AB TG B, Canada University of Alberta Full time $45,000 - $65,000 per year

Please note that as Campus Saint Jean is the Francophone faculty of the University of Alberta, applicants must be fluent in spoken and written French.

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

This position has an end date of September 30, 2026.

Location - Work primarily takes place at Campus Saint-Jean, Edmonton.

Pour consulter cette offre d'emploi en français, veuillez vous référer à ce document.

Position Type - Full time, casual temporary (1-year maternity leave coverage)

Reporting to Team Lead, Executive & Administrative Services, the Administrative Assistant, Office of the Dean provides critical support to the overall operations of Campus Saint-Jean (CSJ) by executing a high volume of essential and often urgent tasks. The incumbent assists academic and operations staff as well as other members of CSJ with HR and Financial transactions such as staff appointments, recruitment and on-boarding of new staff and faculty, revenue processing and payments, and accounts payable adjustments. In collaboration with other members of the CSJ operations team, the Administrative Assistant provides support to members of the Office of the Dean including:

  • Dean
  • Vice-Dean, Associate Deans
  • Director, Campus Operations (FGM)
  • HR Partner, HR Associate, Finance Partner

Le Campus Saint-Jean est une communauté multiculturelle de la Francophonie au sein de l'une des institutions académiques les plus importantes et les plus prestigieuses au monde, l'Université de l'Alberta. C'est un lieu de culture diversifiée et d'inclusion. Un lieu de recherche et d'enseignement innovateurs et de qualité. Un établissement qui offre des possibilités à tous, qui offre un enseignement supérieur en français en Alberta, pour le Canada et le monde. Au Campus Saint-Jean, nous formons la prochaine génération de penseurs, de chercheurs, d'enseignants, d'acteurs, de leaders, d'entrepreneurs et de cadres qui répondront aux besoins de la francophonie, de la dualité linguistique canadienne et de la société, qui ouvriront de nouveaux horizons à l'économie du savoir et qui répondront à l'appel des grands défis mondiaux.

Campus Saint-Jean is a multicultural Francophone faculty within one of the world's most important and prestigious academic institutions, the University of Alberta. It is a place of diverse culture and inclusion, innovative and quality research and teaching, and an institution of opportunity for all. It offers higher education in French in Alberta, Canada, and worldwide. At Campus Saint-Jean, we are shaping the next generation of thinkers, researchers, teachers, doers, leaders, entrepreneurs, and executives who will serve the needs of the Francophonie within Canada's dual linguistic society; opening new horizons for a knowledge economy and responding to the call of the world's significant challenges.

HR Transactions

  • Maintains systems to ensure accuracy in all HR transactions. Select examples include:
  • Checking the accuracy of salary and appointment information prior to appointment of staff, processing staff appointments using the online offer letter program and following up to ensure appointments are complete.
  • Maintaining spreadsheets that capture data required to hire excluded students, graduate students.
  • Completion and submission of Pay Actions Forms, Position Information Forms, billings, contract requests, etc.
  • Assists hiring managers with recruitment and on-boarding of new staff and faculty.
  • Screens applications and resumes.
  • Consults with Shared Services as necessary on processes regarding visiting professors, adjunct appointments, post-doctoral fellows, self-funded researchers, guest speakers, research award recipients and visiting students.
  • Reviews requests and supporting documentation for accuracy, compliance to policy and appropriate authorizations.

Financial Transactions

  • Initiates transactions for finance processes.
  • Identifies, troubleshoots, and resolves transactional issues. Corrects errors. Escalates broader, more complex issues to the Staff Service Centre, Human Resources Service Partners or Finance Partners.
  • Supports revenue processing (e.g., Shopify) and payments (e.g., invoicing) as required.
  • Supports accounts payable adjustments as needed.
  • Initiate GL redistribution to the Staff Services unit.
  • Initiates purchase requisitions, purchase orders and invoices through SupplyNet. Initiates vendor payments, as needed.
  • Requests Credit Cards for new staff through the Staff Service Centre as required.

General Administration

  • Screens, directs, and processes queries related to HR and financial processes.
  • Reviews and prioritizes daily incoming correspondence and initiates or completes action depending on the complexity of the issue.
  • Drafts and/or generates routine communications.
  • Manages CSJ email lists, updating for accuracy regularly.

Other duties as required.

  • Bilingual: fluent in French and English, spoken and written.
  • 2-year postsecondary diploma. Undergraduate degree preferred.
  • 2-3 years of experience in a similar administrative role.
  • Exceptional organizational skills and ability to multitask and adapt to changing priorities.
  • Excellent writing and communication skills.
  • Excellent computer skills including proficiency in database, spreadsheet and word processing software. Solid knowledge of Google Suite and Microsoft Office Suite is essential.
  • Demonstrated commitment to providing exceptional client service.
  • Strong ability to develop and maintain positive, professional, collaborative working relationships with colleagues and stakeholders.
  • Demonstrated profi ciency with such enterprise level applications as Peoplesoft HCM, Financials, Campus Solutions and SupplyNET.

Application Instructions

Applications must include both a resume and a cover letter and be submitted in French to be considered. Campus Saint-Jean is committed to a culture of trust, effectiveness, and execution. In your cover letter, please tell us what this means to you. Applications received without a cover letter that includes a response to the question of a culture of trust, effectiveness, and execution, will not be considered.

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.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

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

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L'Université de l'Alberta s'engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes ayant une orientation sexuelle ou une identité et une expression sexospécifique; et tous ceux qui peuvent contribuer à la diversification des idées et à l'université à postuler.