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 at: Faculty & Staff Benefits .

Location - Work primarily takes place 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.

Working for the Faculty of Engineering Co-op Office

Since 1981, Engineering at Alberta’s Co-op Program has been a national leader in cultivating young talent and preparing students for the demands of an ever-changing global economy. Our passionate and engaged students learn from industry leaders and make meaningful contributions to their communities. As one of the largest engineering Co-op programs in Canada, with over 2,200 placements a year, our students apply their skills and develop their talents with top notch employers. We serve students and employers by establishing and nurturing mutually beneficial relationships that facilitate the transition from classroom to career, enhance employability, and foster lifelong personal growth and career success. By doing this, we help our organization achieve reputational excellence in preparing students to become future leaders in society. We steward our resources by cultivating and maintaining long-term relationships and by upholding a standard of excellence in our work integrated learning programs.

Position 

If you have office experience, enjoy working with students and have exceptional attention to detail, we would like to hear from you. The Faculty of Engineering is looking for a Program Assistant to join the Engineering Co-op team. Under the direction of the Team Lead Administration (Engineering Co-op), the program Assistant provides key support for the successful delivery of the Engineering Co-op recruitments as well as for the daily activities within the office. As the first point of contact in the office, administrative backup coverage for Student Services and Engineering Career Connections is also required.

Duties 

Communication:

• As first point of contact, the Program Assistant serves as a resource for routine and general inquiries; in person, by phone, by email and through the Co-op inbox.
• Greets students and visitors during the Co-op recruitment period providing assistance for the facilitation of the recruitment interviews.
• Disseminates communications to students such as notices, email and letters.
• Communicates daily with team members from the Engineering Co-op, Student Services and Engineering Career Connections.

Document/Materials Development:

• Provides time sensitive data entry for the Engineering Co-op into software platform campusBRIDGE.
• Reviews and posts jobs for the Engineering Co-op recruitment.
• Inputs interview schedules and assists in monitoring them.

Program Operations:

• Compiles and maintains data in campusBRIDGE (as required: job postings, interview schedules, pending work term placements closing job postings and grade input).
• Assists with scheduling and coordinating interview rooms.
• Provides coordination and assistance with co-op events.
• Tracks interview signups.
• Manages phone transfers for interviews.
• Provides clerical support for Administrative Assistant.
• Maintains digital files in filing platform Alfresco.
• Updates inventory of office supplies.
• Sorts and distributes mail.
• Provides back up administrative coverage for Student Services, Engineering Career Connections and in-house psychologist.
• Reports required facility maintenance.
• Posts notifications and event signage.

Qualifications

• Post-secondary diploma in business or equivalent.
• Minimum one to three years in an office environment.
• Excellent interpersonal skills with both internal and external clients.
• Demonstrated accurate data entry experience.
• Working knowledge of software applications (Microsoft Office Suite and Google Platforms) with excellent keyboarding skills.
• Experience with database systems such as CampusBRIDGE and/or knowledge of electronic filing systems (such as Alfresco).
• Proven attention to detail essential with high levels of accuracy.
• Excellent problem-solving abilities.
• Excellent verbal and written communication skills.
• Strong organizational skills and the ability to prioritize workload and time effectively.
• Familiarity with University policies and procedures an asset.

Along with your resume, please submit a cover letter that outlines why you believe you are the right person for this position. In your cover letter, please provide a detailed answer to the following question: "How will you contribute to a culture of trust, effectiveness and execution in the Faculty of Engineering?" Applications received without a cover letter that does not specifically address these important items will not be considered.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

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.