Administrative Professional Assistant

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

This position has a term length of 2 years from the date of hire (with possibility for renewal) and offers a comprehensive benefits package which can be viewed on our Benefits Overview page .

Location

Work will primarily take place at North Campus Edmonton. 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.

Working for the Department/Faculty

The Faculty of Engineering at the University of Alberta is a leading educational innovator. Its nine programs are accredited by the Canadian Engineering Accreditation Board (CEAB) and consist of five departments. Currently, it has over 200 Faculty Members, 4,500 undergraduate students and 1,600 graduate students, which makes the Faculty of Engineering one of the largest graduate programs on campus, with student support levels exceeding $20M/year.

By size, this makes it within the top 5% of Engineering Faculties in North America and one of the largest Faculties at the University of Alberta (3rd largest by undergraduate students, 4th largest by FTE professoriate, largest by graduate students). The Faculty of Engineering is a leading educational innovator.

The Department of Mechanical Engineering offers graduate courses and provides research facilities for well qualified students of recognized universities who wish to pursue advanced studies leading to the MEng, MSc, and PhD degrees in Mechanical Engineering. In addition, the Department offers a program in Engineering Management to graduate engineers of any discipline, leading to the MEng, MSc, and PhD degrees in Engineering Management.

Welcome to Engineering at Alberta. Take a tour .

Position

Reporting directly to the Researcher, the Administrative Assistant will provide complex and diversified administrative support requiring independent judgment. Responsible for the day-to-day operations and the decision-making regarding the service, research, and academic programs of the Principal Investigator. 

Duties

• Sort, prioritize, and action emails received from Researchers, Research Associates, grad students, industry partners
• Greet guests, answer phones and direct inquiries from staff, students, and the general public
• Schedule appointments and meetings for the research staff, grad students, and undergraduate students
• Maintain the researcher’s calendar and make travel arrangements
• Draft correspondence and technical/scientific typing for review/signatures; prepare meeting agendas, format reports, letters, research proposals, manuscripts, presentations and slides, filing, retrieving information, faxes, copying, etc.  Prepare and reproduce lecture materials
• Receive and process requests for publications
• Assist in the preparation of confidential material from the Researcher for the annual Faculty Evaluation Committee and ensure that deadlines are met
• Ensure that the Researcher has the necessary backup material for Professional activities
• Compile and prepare data for processing into a standard database for researchers’ contacts and update as necessary
• Notify appropriate personnel when someone is absent
• Liaise with the Department Administration as appropriate for new staff and their staff/student requirements
• Work with Faculty Service Coordinators to initiate new appointments, payroll changes, and terminations for submission to Staff Service Centre for processing
• Complete FVCA forms to generate template letters for employment offers and invitations for PDF contracts and Academic Visitors to the Canada Research Chair (CRC) program
• Ensure guidelines are adhered to for research account spending; provide advice to Researcher when adjustments need to be made and reconcile research grants; ensure reports and forms are completed, signed and returned to the granting agencies on time
• Analyze monthly financial reports from PeopleSoft and seek advice from the PI and the Finance Partner as required.
• Assist in the preparation of grant applications as required and arrange for the processing of agreements and prepare files for new accounts
• Reconcile and process internal and external invoices for documentation, authorization by grant holders, and payment through Supplier Payment Services. Assign appropriate speed codes and expense accounts to the payments
• Coordinate with suppliers on any discrepancies on invoicing and take action as appropriate
• Maintain proper filing of purchasing/accounts payable documentation
• Scrutinize corporate credit card statements for CRC, self, and others under granting agencies as well as U of A corporate credit card usage rules.  Ensure all charges are appropriate and charged to the correct account codes, are signed, and have accompanying documentation
• Contact travel agent to arrange itineraries and book all hotel and rental cars for all visiting speakers, professors, etc related to CRC program
• Provide on-line data entry and clerical assistance for processing of all travel claims
• Order textbooks, printed materials, and office supplies. Liaise with Supply Management Services (SMS)
• Maintain proper filing of travel and expense documentation, administrative, research, and personal files
• Arrange video conferencing when required and book rooms as needed
• Arrange CRC staff/student group events

Minimum Qualifications

• Minimum Grade 12 plus post-secondary training in office administration
• Minimum of two years of experience in an administrative position
• Computer software knowledge (MS Word, Access, Excel, Outlook, PowerPoint, Internet Browsers)
• Excellent communications, prioritization, organizational, composition and proofreading skills
• Ability to multi-task and perform with accuracy/precision in a busy environment
• Experience in copy editing
• Display confidentiality, initiative and judgement

Preferred Qualifications

• Book-keeping skills is considered an asset
• Knowledge of policies and procedures of the University of Alberta and/or bookkeeping skills are an asset
• Training or Experience in People Soft is an asset (both HCM and Financials)

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.