Administrative Assistant

at  University of Alberta

MINIMUM QUALIFICATIONS

• High School Diploma

PREFERRED QUALIFICATIONS

• Ability to work independently and to build and maintain professional working relationships as a trusted team member and positive representative of the Faculty of Science.
• Ability to work with multiple stakeholders, and to coordinate competing demands.
• Excellent communication (oral and written), interpersonal and organizational skills.
• Ability to meet deadlines and prioritize work effectively.
• Proficiency in Microsoft Office, Google Suite and file management systems.

Communications:

• Answers phones and fields general inquiries for the Faculty of Science. Serves as a resource for routine and general inquiries and procedures. (e.g. graduate program information, facility booking requests, booking of advisor/consultant appointments).
• Greets visitors to the area and routes them to the appropriate individual (e.g. Advisor, academic leader, consultant)
• Manages general/ central/ program email accounts (e.g. science room booking email alias), responding and redirecting inquiries as appropriate and timely.
• Updates and makes routine changes to web pages. Uploads new content as directed.
• Creates and monitors social media communication and outlets such as Facebook and Twitter
• Disseminates routine communications to students and/or faculty such as memos, notices, emails, and letters.

Document/Materials Development:

• Performs word processing and data entry for the Faculty of Science. Prepares and types letters, emails and other area/program related correspondence.
• Prepare packages and resources as requested for distribution to stakeholders and the public.
• Using a variety of methods and media, prepares, produces, and distributes special or one-off promotional brochures.
• Produces technical, graphic and/or slide presentations requested by faculty for teaching or research purposes.
• Assists department members with manuscript and technical typing related to research activities, including equations, graphs, charts and color slide productions.

Program Operations:

• Maintains spreadsheets and/or databases. Runs standard reports for area or program. Compiles and maintains data. Assembles and formats data to create simple reports.
• Responds to inquiries and requests for information from University-Wide Services/ College/Faculty office(s).
• Maintains files and filing systems.
• Troubleshoots photocopier and phone issues; organizes service calls as required and maintains adequate levels of supplies for machines, including shredding services.
• Schedules and coordinates meetings, events and activities including scheduling rooms, organizing equipment, ordering catering and assembling materials.
• Assists with routine travel arrangements.
• Maintains inventory of office equipment and supplies.
• Sorts and distributes mail; arranges mail slots for new staff; schedules courier service, as required.
• Schedules and organizes recruiting information sessions, student orientations, welcome receptions, convocation, conferences, and other program related activities.
• Process cash, credit card, interact and cheque transactions.
• Serves as recording secretary to Program Committees.

Facilities/Security:

• Coordinates card access and door access.
• Supports basic office moves.
• Assists with office relocations and reconfigurations. This includes assisting with planning, layout and setup as required.
• Books classroom/meeting room space for Science personnel.
• Reprograms existing code access to meeting spaces and area classrooms.
• Configures furniture in faculty-controlled spaces.
• Configures specialized building infrastructure (e.g. wall partitions for office space).
• Provide on-site furniture and facilities support for events.
• Coordinates, identifies, and collects surplus lab and office equipment and ensures surplus equipment is correctly labelled and packaged, and that all necessary Surplus Asset Disposal forms are completed.
• Posts notifications and event signage.