Executive Assistant (Vice Dean, Associate Deans & Advancement)

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 Edmonton. This role is hybrid with a mix of remote and 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.

Department Summary

The Faculty of Arts at the University of Alberta is a diverse, inclusive Faculty—a place for any individual to thrive or idea to be explored within the social sciences, humanities, and fine arts disciplines. Whether through skilled artistic expression, breakthrough research, strong community partnerships, or a passionate dedication to teaching and learning, Arts faculty, staff, and students act as a catalyst for societal change.

For more information visit: https://www.ualberta.ca/arts

Position Summary

Reporting to the Faculty Services Manager, this position is responsible for providing a range of administrative support to:

• Vice Dean
• Associate Dean (Indigenous Initiatives)
• Associate Dean (EDI)
• Assistant Dean (Advancement)

Generates specific actions without consultation based on an understanding of the administrative/Academic leader’s needs. Work typically has impact within the direct area and involves consultation with internal and external resources. Solves routine problems using University policy, procedure or process OR based on direction from the Administrative/Academic leader. In all facets of this role, this position endeavors to integrate and advance the University’s commitments to equity, diversity and inclusivity. This position understands, fulfills, and promotes the health, safety and environment responsibilities identified in university policy.

Duties

1. Administrative support for the Faculty of Arts Vice Dean and assigned Associate Dean(s) (60%)

• Screens, directs, and processes phone, electronic and in person queries for the Faculty of Arts Dean's office, Vice Dean and for assigned Associate Deans. Consults with the Vice Dean, Associate Dean(s) or FSM before responding to new or unfamiliar inquiries.
• Plans and schedules calendar(s) based on consultation with the Administrative/ Academic leader. Resolves calendaring conflicts. This includes long term planning for recurring events, anticipation of events, committee meetings, and strategic blocking of time.
• Ensures the Vice Dean, and the Associate Dean(s) have appropriate background/briefing materials for each meeting
• Prepares minutes, emails, internal communications, agendas and other correspondence for the Faculty of Arts, Dean’s office.
• Proofreads and reformats documents as required.
• Drafts agendas for meetings/committees in consultation with the Vice Dean and/or Associate Dean(s)
• Coordinates Committees for various Vice Dean/ Associate Dean(s) portfolios and serves as recording secretary for the committee meetings as needed.
• Compiles and summarizes information for inclusion in reports or presentation materials. Prepares charts, graphs or tables as necessary.
• Sends out surveys or information requests. Compiles submissions for review.
• Support events within the portfolio of the Vice Dean/Associate Deans
• Maintains technological expertise and provides support to hybrid/online meetings
• Coordinates travel arrangements for Vice Dean/Associate Dean(s) as needed.
• Initiates travel and expense claims for Vice Dean/Associate Dean(s) when required.
• Receives visitors, guests and dignitaries on behalf of the leader.
• Maintains records and files, updates access and information as needed.
• Interacts with faculty, staff and students. Contact requires the use of tact, discretion and judgment.

2.  Advancement administrative support (40%)

• Maintains, supports and updates alumni and donor database; researches and aggregates donor and alumni information; completes some analysis of top prospects. Analysis includes online searches, database research, reporting and compiling information to determine giving capabilities and interests
• Supports Assistant Dean, Development and Associate Director, Development in preparing briefing notes and appropriate information for donor meetings
• Enters contact notes, tasks and pulls prospect tracking reports
• Processes donations and cheques, ensuring all appropriate gift documentation
• Researches, organizes and executes appropriate donor stewardship and acknowledgement
• Drafts correspondence for the Assistant Dean, Development, department chairs and the Dean of Arts, as required, for donor stewardship and communications
• Coordinates and organizes appointments and travel for the Assistant Dean, Development
• Prepares and writes team meeting agendas, meeting materials, meetings minutes. Acts upon action items arising from meetings
• Liaising with donors and potential donors to answer enquiries regarding the establishment of new awards, following up with donors to remind them of payments on pledges and generally ensuring that donors and alumni enquiries are handled professionally and in a timely fashion
• Maintains filing systems for the Development team

Minimum Qualifications

• Diploma in office/business administration certificate or undergraduate degree preferred, or equivalent relevant professional experience will be considered.
• 2-3 years of experience in providing support to a senior administrative office; experience within a University or other post-secondary environment is preferred
• Excellent organizational and time management skills with proven ability to adhere to multiple deadlines.
• Proficiency in both a Google suite and Microsoft Windows environment. 
• Demonstrated ability to problem solve, assess a situation, mitigate risk, apply judgment, and adapt and respond accordingly

Preferred Qualifications

• Event planning an asset.
• Knowledge of the Advance database is an advantage.

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.