Department Faculty of Medicine & Dentistry - Alberta Diabetes Research Institute
Hourly rate $25.66 to $34.36
Hours per week 35
Grade 6
Posted date
Closing date July 25, 2025
Position Type Full Time - Trust Funded

POSITION SUMMARY

The Administrative Assistant (AA) will provide on-site support for the Director of Operations (DOO) and the Institute Director for the operation of the Alberta Diabetes Institute and delivery of related programs and events.
The AA will be the first point of contact for general inquiries from the public, from within the University, and from ADI members. They will respond to facility-related issues in the building and will ensure preventative maintenance agreements are in place for shared equipment. They will help assist students and staff with access cards/keys and will assist with workspace assignments when necessary.
The ADI is generously supported by numerous donors and the AA will work with the DOO to develop databases for spending plans and reporting. They will be responsible for organizing grant and scholarship competitions held by the ADI and will collect progress reports from award recipients. The AA will process monthly financial transactions (e.g., submit invoices, journal entries, credit card statements) and will reconcile about 15 accounts. The AA will make regular updates to ADI’s website (using contract services where necessary) and social media platforms, and will communicate to ADI members with weekly newsletters.
The ADI is highly active in its role of developing programs, projects and collaborations that help its members, and the AA will play an important role in the coordination and tracking of these activities. They will also oversee the planning of ADI’s committee meetings, annual research day, weekly seminars and other special events.
The successful candidate will enjoy multi-tasking and be able to work with a diverse group of people in an exciting research environment. Preference will be given to candidates who have working experience with the policies, practices and resources at the University of Alberta.

MINIMUM QUALIFICATIONS

• High School Diploma
• 3-5 years experience in an administrative assistant role, preferably at a post-secondary institution
• Proficiency in Microsoft Office Suite, Google Suite; file management systems
• Ability to prioritize, multi-task and meet deadlines
• Excellent communication (oral and written), interpersonal and organizational skills

PREFERRED QUALIFICATIONS

• Working experience with the policies, practices and resources at the University of Alberta
• High attention to detail
  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.
  We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
  All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of inclusivity and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.
  The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.
  L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes ayant une orientation sexuelle ou une identité et une expression sexospécifique; et tous ceux qui peuvent contribuer à la diversification des idées et à l’université à postuler.
  Note: This opportunity will be available until midnight July 25, 2025, Edmonton, Alberta local time

General Administration

• Responds to general inquiries; drafts general correspondences; coordinates workspace assignment; filing; coordinating access cards/keys; responds to facility issues and oversees equipment maintenance agreements; liaises with central services; helps coordinate program delivery

Financials

• Processes monthly financial transactions; develops spending plans on Excel; basic book-keeping and reconciling for about 15 accounts

Communications

• Website and social media updates; sending notices and weekly newsletter to members

Events

• Planning of regular seminars, annual research day and special events