Program Assistant

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: Work primarily takes place in 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.

Working for the School of Business

The Alberta School of Business is one of the world’s leading institutions in business education and research. As the first and longest continually accredited business school in Canada, the Alberta School of Business is one of the largest business schools in Canada with 70 faculty members, 3000 undergraduate students, and 950 students in our Masters and PhD programs. Since 1916, the innovative ideas, entrepreneurial spirit and leadership of the School’s more than 31,000 alumni have strengthened businesses and communities worldwide. Our vision is simple, yet powerful: To develop and inspire entrepreneurial leaders from Alberta for the World. Our mission is to excel and lead through research, teaching and external engagement. For more information about the School, please visit our web site at: https://www.ualberta.ca/business .

Position Summary

Reporting to the Manager, Undergraduate Program, the Program Assistant provides front-line advising for current Bachelor of Commerce students and is responsible for the accurate delivery of information about academic requirements, deadlines, resources, and university and faculty procedures and policies. In addition, this position provides administrative support and business planning insights to senior staff, undergraduate programs and undergraduate courses administered through the office. In all facets of this role, this position endeavors to integrate and advance the University’s commitments to equity, diversity and inclusivity.

Duties

Communications

• Acts as the first point of contact for the Undergraduate Program.
• Responds to specific inquires about the program from students, faculty, and staff.
• Manages correspondence for the Undergraduate Program. Reviews and prioritizes daily incoming correspondence.

Program Operations

• Maintains accurate records of student interactions, student related decisions and/or actions taken.
• Creates and maintains spreadsheets and databases.
• Prepares ad-hoc reports on program. Designs and develops customized reports for specific needs.
• Maintains program records.
• Provides administrative support for standing and special meetings. Coordinates documents and agendas.

Academic Administration

• Oversees the class schedule for the area. Reviews previous year’s schedule to create a master plan for the upcoming year.
• Monitors and verifies enrolment numbers for individual courses.
• Supports requests for deferred exams, course withdrawals, course overload requests, blocking registration, grade changes, and major/minor changes.
• Uses Campus Solutions to problem solve and troubleshoot errors in the course schedule.
• References policy and procedure information to solve issues or concerns.
• Coordinates, reviews, edits, and submits all official additions/deletions/changes to the area’s sections of the University Calendar to the Secretary to General Faculties Council.
• Updates class restrictions and coding in Campus Solutions.

Minimum Qualifications

• Post-secondary degree or diploma required with three to four years’ experience in a service centered environment, preferably post-secondary.
• Excellent computer skills including proficiency in use of database, spreadsheet, and word processing software.
• Excellent communication (oral and written), interpersonal, organizational and problem solving skills.
• Ability to multi-task and set priorities with attention to detail and accuracy.
• Ability to work independently as a key member within a student service office focused on excellent customer service.
• Excellent attention to detail.
• Ability to deal with difficult/sensitive/conflict situations required.

Preferred Qualifications

• Training in resolving conflict/diffusing situations as asset.
• Working knowledge of University of Alberta policies and procedures as asset.
• Working knowledge of FOIP an asset.
• Experience working with PeopleSoft or large ERP systems preferred, including both system configuration and reporting experience.
• Ability to analyze data to provide business insights.

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.