Administrative Assistant/Project Coordinator

Updated: 12 months ago
Deadline: 04 Apr 2023

This competition is restricted to internal applicants of the University of Alberta. Please indicate your internal status using the "Advertisement" drop down menu when applying.

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

This position offers a comprehensive benefits package which can be viewed on our Benefits Overview page .

Location: This role is in-person and work primarily located at North Campus, Edmonton.

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/Faculty Summary

The Canadian Indigenous Languages and Literacy Development Institute (CILLDI ) is dedicated to the revitalization of Canada’s Indigenous languages through documentation, teaching, and literacy. Hosted at the University of Alberta, the Institute is dedicated to the revitalization of Indigenous languages through documentation, teaching, and literacy. It is a tri-Faculty initiative involving the Faculties of Arts, Education, and Native Studies.Since 2000, CILLDI has provided practical training to Indigenous language activists helping them better promote, protect, practice, and pass on their language.

The Alberta Language Technology Laboratory (ALTLab ), based in the University of Alberta Linguistics department, focuses on research and development of language technology, with a particular focus on Indigenous languages, to support language learning, literacy and language sustainability. In 2019, ALTLab and its network of partners was awarded a SSHRC partnership grant entitled “21st Century Tools for Indigenous Languages ” from 2019-2026, with University of Alberta acting as the host institution.

Position Summary

The University-Community Partnership “21st Century Tools for Indigenous Languages” (https://21c.tools/ , coordinated by the Alberta Language Technology Lab, ALTLab: https://altlab.ualberta.ca ), and the Canadian Indigenous Languages and Literacy Institute (CILLDI: https://cilldi.ualberta.ca ) are seeking a dynamic individual to join the team as a full-time Administrative Assistant / Project Co-ordinator in the Department of Linguistics at the University of Alberta.

The Administrative Assistant / Project Co-ordinator supports the directors of ALTLab and CILLDI as well as the 21C Partnership in the general administration of these labs and their projects, co-ordinates their overall financial administration, arranges lab/project activities and events, and serves as an Executive Assistant to the directors.

Duties

General Project Administration:

  • Coordinates and tracks on-going Partnership/CILLDI operations, commitments, and deadlines.
  • Actively engages with a diverse set of academic, NGO, and Indigenous Partnership organizations and individuals.
  • Coordinates Partnership and CILLDI communications.
  • Initiates the recruitment, selection, and hiring of casual and temporary support staff (students and non-students) in accordance with U of A policies and procedures.
  • Initiates payroll/timekeeping activities.
  • Coordinates travel arrangements, such as flights and accommodations, and organizes itineraries.
  • Oversees expense claims from students, guests, collaborators, directors, which are processed in accordance with U of A policies and procedures.
  • Coordinates development of reports arising from the activities of CILLDI and the Partnership.

Coordinates overall project financial administration:

  • Creates or arranges for up to date financial forecasting/reporting, and monitors expenses closely.
  • Works with the U of A financial teams to ensure fund transfers between sub-grants are processed.
  • Assists in preparing and processing expense claims at the Partnership and CILLDI levels.

Arranges project activities and events:

  • Coordinates regular/weekly meetings with core project members (Partnership meetings, ALTLab meetings, project cohort meetings, CILLDI stakeholders and organizers).
  • Coordinates major meetings with broader/external project members (e.g., Computational Workshops for Indigenous Languages, CWILs, CILLDI Summer School), many of which take place during the summer months, and may require irregular hours and evening or weekend availability.
  • Engages with and provides direct support to Indigenous Elders, instructors, students, pupils, and other community members at CILLDI summer schools and in the delivery of CILLDI-On-the-Road and online courses, including with contracts, course registration, housing, tuition payments, and other logistical matters.
  • Engages with and provides direct support to Indigenous Elders, Instructors, and those Indigenous individuals associated with the Partnership and its Indigenous Partner organizations.

Serves as an Executive Assistant to the Directors:

  • Manages calendars, schedules appointments, and organizes meetings.
  • Books meeting rooms/equipment, arranges catering, distributes agendas, collects and ensures relevant materials available to meeting participants in a timely fashion.
  • Orders and maintains supplies and prepares mail outs and sends/accepts courier packages.
  • Ensures Partnership/CILLDI office equipment such as printers/copiers are maintained.

Minimum Qualifications

  • Minimum High School Diploma; Bachelor's and Master’s degrees with an emphasis in Linguistics or Indigenous languages, would be an asset
  • Experience in project coordination and administration (e.g. academic, student or [non-academic] community organizations); proven experience in research administration would be an asset
  • Extensive experience in engaging with Indigenous communities/persons
  • Demonstrated knowledge of linguistics and familiarity with Indigenous languages
  • Excellent communication, computer and organizational skills, as well as attention to detail

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.



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