Co-op Program Assistant

at  University of Alberta

Department ENG WIL, Co-op and Career Connections
Salary range $44,016.45 to $58,952.54
Hours per week 35
Grade 6
Posted date November 5, 2024
Closing date November 19, 2024
Position Type Full Time - Operating Funded

DESCRIPTION

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 - This role is in person. Work takes place at North Campus, Edmonton.

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 Engineering Co-op recruitment services 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.

MINIMUM QUALIFICATIONS

• Minimum one to three years in an office environment
• High School Diploma
• Excellent interpersonal skills with both internal and external clients
• Demonstrated accurate data entry experience
• Working knowledge of software applications (Microsoft Office Suite and GooglePlatforms) 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

PREFERRED QUALIFICATIONS

• Completion of an Administrative Professional program
• Familiarity with University policies and procedures is an asset

• 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, emails and letters.
• Communicates daily with team members from Engineering Co-op, Student Services and Engineering Career Connections.
• Document/Materials Development
• Provides time-sensitive data entry for Engineering Co-op into the software platform campusBRIDGE.
• Reviews and posts jobs for the Engineering Co-op program 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 the filing platform Alfresco.
• Updates inventory of office supplies.
• Sorts and distributes mail.
• Provides backup administrative coverage for Student Services, Engineering Career Connections and in-house psychologist.
• Reports required facility maintenance.
• Post notifications and event signage.
• Other projects and duties as assigned.