Administrative Assistant II

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

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .

Location - North campus. This role is in-person.

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.

Department summary

The Faculty of Medicine & Dentistry at the University of Alberta is one of the world's elite academic health sciences centres, where top students are taught by award-winning educators and mentored by renowned scientists in a dynamic learning environment.

We have 21 departments, two stand-alone divisions, 7 research institutes, 15 research centres, and 10 research groups. Our state-of-the-art labs and teaching facilities include award-winning teachers, medical students who have scored near or at the top on national medical licensing exams, and alumni who are making a difference in the health of the world's peoples.

We conduct our teaching, research and patient care in accordance with the highest international standards. We work with our partners in education, research and health care for the greater good of the local, regional and global community.

Position summary

Reporting to the Research and Innovation Director, the Administrative Assistant II provides a wide range of administrative support for  the Office of Research. The Administrative Assistant II is frequenty the first point of contact in the Office of Research and must be familiar with various aspects of the office and faculty. They are involved in communications, document and materials development, office operations and facility security, and process coordination and initiation.

Duties

• Responsible for all office administrative tasks including but not limited to: facility requests, ordering supplies, corresponding with vendors, submitting access and IT requests, editorial website updates
• Manage the Walker MacKenzie Visiting Speaker competition/program, manage the conference funds competition/program, and lead suppport for the Collip Club monthly seminars
• Lead support for the online approval/manual signature process for the Office of Research; coordinate rotating apporvals
• Manages correspondence for the Office of Research. Screens, directs, and processes phone, electronic and in person queries.
• Provides administrative support for standing and special meetings as requested
• Other administrative duties as assigned

Qualifications

• Minimum diploma (Administrative diploma program)
• Minimum of two years related office experience
• Ability to work in a fast paced, high volume environment
• Adaptability to changing environment; flexibility to accommodate varying work-day demands
• Ability to work independently with minimal supervision
• Strong organization, accuracy, and attention to detail
• Excellent time management skills
• Excellent at clearly communicating with various parties (externally and internally) using a variety of methods including phone, remote, email, and in person
• Demonstrated ability to work collaboratively in a team environment
• Familiarity and good understanding of the principles and practices of providing excellent customer service and ability to implement these principles and practices in a positive, encouraging manner.
• High level of tact and discretion, maintain and ensure confidentiality
• Proficiency with typical office software including MS Office Suite, Adobe Acrobat, Google applications and Zoom 

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

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